Procurement Assistant

Organizational Setting

FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Sanaa, Yemen. 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 guidance of the FAO Representative (FAOR), and under the direct supervision of the International Procurement Officer, and in close cooperation with other colleagues in the office,

Technical Focus

The incumbent shall provide clerical support in the formulation and implementation of the field programme at country office level. In particular, but not limited to:

Tasks and responsibilities

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement applications and regulations etc.;
• Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated;
• Coordinate and distribute the work to procurement support staff in the Service; ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues;
• Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated;
• Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed;
• Handle and coordinate all related incoming and outgoing correspondence and documentation and coordinate appropriate action, including drafting correspondence with suppliers, internal offices and other parties;
• Participate in meetings with suppliers;
• Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service;
• Review current processes and make recommendations to improve purchasing systems and procedures;
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree of similar in logistics, supply chain, Business Administration.
• At least 3 years of Procurement experience at the national or international level. Experience with an UN Agency or International NGO desirable.
• Working knowledge of English and full proficiency in Arabic.
• National of Yemen.

FAO Core Competencies

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

Technical/Functional Skills

• Demonstrated ability to work under difficult conditions and a high degree of pressure.
• Proven experience in Procurement.
• Demonstrated leadership and management skills, Team Player
• Understanding of complex emergencies; experience working in insecure and crisis environment.
• Proven strong communication, interpersonal and negotiation skills; Analytical skills and experience.

Selection Criteria

• Ability to plan, organize, implement and report
• Excellent communication, writing and presentation skills in English.
• The incumbent must possess teamwork spirit, ability to work under minimum supervision, flexibility
• Ability to keep sensitive information as confidential.
• Capacity to take initiative, and suggest modifications in the process

ADDITIONAL INFORMATION