National Project Personnel – (Procurement)

Organizational Setting

This position is located in FAO Representation to Pakistan, based in Islamabad. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural , fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the overall supervision of the FAO Representative, direct supervision of the International Procurement Officer, and in close coordination with Procurement Unit and concerned FAO colleagues, the NPP will be responsible for the day-to-day procurement operations and assistance in ensuring the implementation of appropriate procurement strategy in conformity with the relevant rules, procedures and practices of the Organization.

Technical Focus

• Efficient procurement & achieve value for money objective in supporting the implementation and delivery of projects/programme.

Tasks and responsibilities

• Supervise the work the Procurement Unit in the FAO Representation in Pakistan;
• Manage received consolidate procurement plan from program/operations and other internal requester. In addition, provide procurement milestones to requesters on their procurement actions;
• Identify local dealers and potential suppliers of goods from local market applying MS 502 FAO procurement rules and regulations;
• Perform local/ International procurement process of goods from local suppliers applying MS 502 FAO rules and regulations; reviewing incoming PRs, preparing ITB, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with MS 502 FAO procurement rules and regulations; and assist in conducting the procurement activities in the field offices
• Manage and maintain local procurement supplier data base and update vendor list/information per item and process supplier call for expression for interest, evaluate suppliers ability and clearance to work with FAO,
• Solicit of low value procurement quotations, evaluating and issuing low value procurement orders;
• Communicate procurement awards decisions to successful and unsuccessful bidders after conclusion of a tender process;
• Conduct regular market survey from internet, global market, UNGM and up-date suppliers record when necessary;
• Receive and dispatch incoming and outgoing correspondence from procurement office;
• Follow approvals of purchase requisitions and soft commitments from the users;
• Receive and review all invoices, register them and forward them to finance for payment. In cases, of quality issues coordinate with the technical team on how much liquidated damages to apply before forwarding invoices for payment. For delay in delivery decide how much liquidated damages to apply as per MS 502 rule and regulations.
• Participate in the organization of training for operations/projects staff on Procurement, synthesis of lessons learned and provision of relevant examples from the procurement practice;
• Maintain a proper and appropriate procurement filling system; of procurement registers for contracts, tenders, orders and requisitions system that ensures faster, systematic filing, faster retrieval of information, greater protection of information, and increased administrative stability, and continuity.
• Raise Purchase orders for goods and services for MS 502 and MS 507 LoA’s in the GRMS.
• Act as the secretary of LPC for both MS 502 and 507. Prepare all the documentation for presentation to this local procurement committee
• Conduct preliminary quality assurance for LoAs, by making sure that in the LoA file all the documentation are in order and properly completed and filed, before final quality assurances is conducted by the procurement officer;
• Obtain completed suppliers performance appraisal report from logistics after completion of a procurement transaction for filing;
• Liaise with Logistics Unit for timely preparation and obtaining of 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
• Perform other related duties as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Master’s degree or equivalent, preferably in procurement/supply chain and or/ business administration;
• Minimum 5 years’ experience in procurement/supply chain management;
• Fluency in English language required, knowledge of Arabic is desirable and knowledge of other UN Language is an asset.
• National of Pakistan

FAO Core Competencies

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

Technical/Functional Skills

• Knowledge of United Nations and International Organizations’ administrative policies and procedures.
• Ability to work effectively under pressure.
• Good knowledge of common administrative and financial rules and regulations
• Good knowledge of communication and documentation standards
• Knowledge and understanding of sourcing within the procurement function.
• Strong research skills, ability to conduct benchmarking analysis in support of vendor identification, selection and performance management.
• Display initiative and take responsibility for achieving agreed outputs within set deadlines and closely follow-up until successful outputs are achieved.
• Continue to seek new, innovative and improved methods and systems for accomplishing the work assigned.
• Identify and recommend remedial measures to address problems in systems design or implementation

Selection Criteria

Candidates will be assessed against the requirements listed above.