Procurement Assistant, SC5, Juba, South Sudan.

DEADLINE FOR APPLICATIONS

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

JOB TITLE: PROCUREMENT ASSISTANT

TYPE OF CONTRACT: Service Contract Level 5 (SC5)

UNIT/DIVISION: PROCUREMENT UNIT

DUTY STATION (City, Country): JUBA, SOUTH SUDAN

CONTRACT DURATION: (12 MONTHS RENEWABLE, SUBJECT TO PERFORMANCE AND AVAILABILITY OF FUNDING)

BACKGROUND AND PURPOSE OF THE ASSIGNMENT

The World Food Programme (WFP) is the United Nations frontline humanitarian agency addressing hunger and malnutrition worldwide. WFP tackles poverty and hunger through a range of interventions: saving lives and protecting livelihoods in emergencies; investing in the prevention and mitigation of disasters; restoring and rebuilding lives and livelihoods in post-conflict or post-disaster situation; and other interventions to tackle hunger. Each year, on average, WFP feeds more than 90 million people in over 80 countries.

WFP South Sudan’s Procurement Unit supports programme delivery and operational continuity by procuring goods, services and works in line with WFP rules, donor requirements and the principles of value for money, transparency, fairness and accountability. The Unit works closely with programme and support functions to ensure timely, compliant and efficient procurement across a diverse portfolio, including services, works, supplies, CBT-related requirements and field office support.

ACCOUNTABILITIES & RESPONSIBILITIES

The Procurement Assistant will work under the supervision of a Procurement Officer and support day-to-day procurement activities for the WFP South Sudan Country Office in Juba, including support to other locations where required.

1. Provide administrative and operational support to procurement activities, helping ensure that goods and services are purchased in a timely, transparent and compliant manner for the Juba office and supported field locations.

2. Prepare, compile and share procurement documents such as requests for quotations, tender documents, evaluation files and award records, ensuring information is complete, well organised and easy to review.

3. Receive, record and follow up on assigned purchase requests, checking that required information and approvals are available and helping move requests forward on time to avoid delays to operations.

4. Support the evaluation process by arranging documents, recording decisions, maintaining clear evaluation records and helping ensure that technical and financial evaluations are transparent and properly documented.

5. Collect supplier, market and procurement information and present it in standard formats to support basic analysis and informed procurement decisions.

6. Maintain accurate procurement files, supplier records, contract trackers and other records so that information is available for reporting, follow-up, audit and contract renewal planning.

7. Support the preparation and issuance of purchase orders and contracts using approved templates, ensuring supplier details, prices, delivery requirements and key deliverables are clearly captured.

8. Follow up with relevant teams, suppliers and colleagues on delivery timelines, receipt of goods or services, contract implementation and supplier performance feedback.

9. Prepare simple periodic updates and reports on assigned tenders, purchase orders and contracts, highlighting progress, pending actions, delivery status and any issues requiring attention.

10. Coordinate with relevant teams to clarify requirements, follow up pending actions and support timely procurement services.

11. Provide guidance to colleagues or temporary support staff on routine procurement tasks, filing requirements and follow-up actions, as required.

12. Support procurement preparedness and urgent purchasing actions when required, helping the office respond quickly to operational needs in Juba and field locations.

13. Perform other procurement-related duties as required within the level of the position.

QUALIFICATIONS & EXPERIENCE

Required Education: Completion of secondary school education. University degree in one or more of the following disciplines is preferable but not mandatory: Logistics and Supply Chain Management, Procurement, or relevant similar qualifications in social sciences, Finance, Engineering etc.

Experience

Minimum of 5 years post-secondary experience in humanitarian operations in the field of procurement, including covering the following areas;

• Experience handling small, medium and complex tenders from bid preparation, evaluation and award.
• Experience working with suppliers or other third party on day-to-day basis.
• Contract management

Required Knowledge & Skills

• Analytical skills, ability to produce thorough reports and basic recommendations.

• Strong initiative, coordination skills and ability to work within procurement operations

• Ability to negotiate with internal and external stakeholders.

• Proficient in Microsoft Office applications (Excel, Word, and PowerPoint).

Languages

• Fluency in both oral and written communication in English and Arabic.

• Knowledge of another locally used language is an advantage.

FUNCTIONAL CAPABILITIES

Tendering and contracting

Displays basic understanding of processes to support the

contracting/tendering implementation at WFP by collecting necessary information.

Vendor Management

Leverages basic understanding of business needs to define vendor requirements and selection criteria.

Commodity and Product/Service

Intelligence

Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices.

Systems & Reporting

Utilizes basic understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks.

Ethics and Compliance

Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

The recruitment / VA will also serve as a roster for similar profile at same or lower grade level and other short-term contract modality, possible placement in different duty stations, in case of future operational need.

Condition for Application:

This position is open ONLY for qualified South Sudanese candidates. Female candidates are highly encouraged to apply)

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.