National Procurement Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices:

(i) advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii) provide technical assistance and deliver core services;
(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v) ensure risk-smart and accountable operations and management.

The position is located in the FAO Country Office in Jordan.

Reporting Lines

The Procurement Specialist works under the overall supervision of the FAO Representative and direct supervision of National Professional officer (administration) and in close coordination with other Units and colleagues in the office.

Technical Focus

The Procurement Specialist provides and coordinates day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices. He/ she provides procedural guidance to clients and staff across the Organization regarding procurement rules and procedures.

Tasks and responsibilities

• Coordinate and support the implementation of procurement activities for FAO Jordan in accordance with FAO rules, policies, and procedures, including MS 502 and related applicable guidance.
• Manage and monitor procurement requests received from projects and other internal requesters, including consolidation of procurement plans and follow-up on procurement milestones and progress.
• Review purchase requisitions and related supporting documentation to ensure completeness, accuracy, and compliance with FAO requirements before initiating procurement actions.
• Carry out local and international procurement processes for goods and services, including preparation of solicitation documents, issuance of tenders, receipt and opening of offers, evaluation of bids/proposals, and preparation of purchase orders and contracts, in full compliance with FAO rules and procedures.
• Support the preparation, drafting, processing, and follow-up of contracts, purchase orders, amendments, renewals, and other procurement-related documents under the applicable operational modalities.
• Ensure procurement actions are processed in a timely manner and provide regular updates to requesters and management on the status of ongoing actions and any related issues requiring attention.
• Maintain and update supplier and vendor records, including identification of potential suppliers, review of supplier information, conduct of market research, and support to supplier sourcing and outreach processes, including calls for expression of interest where relevant.
• Conduct market surveys and supplier research using available sources, including online resources, UNGM, and other relevant platforms, and maintain up-to-date supplier information by category and item.
• Evaluate quotations and bids in line with prescribed procedures and prepare the required procurement documentation and analysis for review, approval, and committee submission as applicable.
• Communicate procurement outcomes to successful and unsuccessful bidders after completion of the tendering process, in accordance with FAO procedures.
• Act as secretary to the Local Procurement Committee (LPC) for procurement actions under the relevant modalities, including preparation and organization of documentation and records for committee review.
• Raise and process purchase orders for goods and services in GRMS and other relevant corporate systems, ensuring correct data entry and compliance with approved procurement actions.
• Review and maintain procurement records, registers, and filing systems for requisitions, tenders, contracts, purchase orders, and related correspondence to ensure completeness, traceability, and ease of retrieval.
• Receive, track, and dispatch incoming and outgoing procurement correspondence and maintain proper records of official procurement communications.
• Follow up on approved purchase requisitions, contractual actions, soft commitments, delivery status, and other procurement-related transactions to ensure smooth end-to-end processing.
• Review supplier invoices related to procurement transactions, ensure proper registration and completeness of supporting documentation, and coordinate their onward submission for payment processing in line with applicable procedures.
• In coordination with technical colleagues, follow up on contract execution issues, including delays, non-performance, quality concerns, and application of contractual remedies, as applicable and in line with FAO rules and contract provisions.
• Liaise with Logistics Unit for timely preparation and obtaining letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations
• Obtain and maintain supplier performance documentation and relevant contract management records upon completion of procurement transactions.
• Prepare monitoring reports, procurement statistics, status updates, and other analytical or management information related to procurement activities, as required.
• Participate in meetings with suppliers, internal requesters, and other stakeholders to facilitate procurement planning, clarification, implementation, and resolution of operational issues.
• Conduct preliminary quality assurance for LoAs, by making sure that in the LoA file all the documentation is in order and properly completed and filed, before final quality assurances is conducted by the Administration officer;
• Perform any other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, Economics, Law, Public Administration or another related field
• Five years of experience in procurement support work
• Working knowledge of English
• National of Jordan

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Thorough knowledge of the procurement regulations and procedures of any public or international entity or organization.
• Good knowledge of the International Commercial Terms (INCOTERMS) and their application.
• Thorough knowledge of the ERP Procurement Module and ability to guide, direct and advise colleagues on its use and applications.

Selection Criteria

• Very good knowledge of the MS Office package, Internet and office technology equipment
• Thorough knowledge of UN system procurement regulations, policies and procedures.
• Certification on procurement delivered from an internationally recognized institution is an asset.
• Previous experience with the United Nations, NGOs, INGOs, or other international development organizations would be an asset.
• Extensive knowledge and experience in iMIS reporting and monitoring tools.
• Thorough knowledge of FAO's administrative policies and procedures.

ADDITIONAL INFORMATION