Procurement Associate SC6
WFP encourages female candidates and people with disabilities to apply.
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles. Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunity for all our employees and encourage qualified candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity and disability.
Job Title: Procurement Associate
Grade: SC6
Type of contract: Service Contract
Duty Station: Bishkek, Kyrgyz Republic
Vacancy Number: 205348
Date of Publication: 27 December 2022
Deadline of Application: 10 January 2023
This vacancy announcement is for Nationals from Kyrgyz Republic
PURPOSE OF THE ASSIGNMENT
To provide coordination, administrative services and research to support the efficient and effective procurement services.
Supervision received: Under the direct supervision of the lead Procurement Associate and with guidance from the Head of Supply Chain Unit, the Procurement Associate provides procurement services in the WFP Kyrgyz Republic Country Office ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client, quality and results oriented approach in the Unit.
The Procurement Associate works in close cooperation with Programme, Finance, Administration, Budget & Programming and other relevant units within Country Office and Sub-Office, other UN Agencies (in the framework of Common Procurement Team) and WFP Regional Bureau and Headquarters’ staff for resolving procurement-related issues and information delivery.
KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):
1. Provide operational coordination and administrative services, to support procurement projects and activities, following standard processes and contributing to the effective procurement of goods and services.
2. Identify and recommend potential suppliers, and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
3. Review, record and prioritise purchasing requests, and provide support to requisitioners, in order to support the procurement of appropriate goods and services, at lowest cost to WFP.
4. Contribute to negotiations with new suppliers on terms and conditions of orders, alongside a senior officer, in order to obtain the best terms and lowest costs for WFP.
5. Prepare Purchase Orders, contracts and any supporting documentation for approval by the appropriate stakeholder, and approve purchases within delegated authority, to enable the swift purchase of goods and services.
6. Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems.
7. Research, collect and analyse data in order to produce reports to enable informed decision-making by Procurement Officers, and consistency of information presented to stakeholders.
8. Manage updates and further develop databases and records, to ensure information is accurate, organised, and available for others to access, and supports reporting requirements.
9. Maintain relationships with internal counterparts, to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
10. Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines.
11. Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
12. Other as required.
SPECIFIC JOB REQUIREMENTS
13. Ensure that WFP Food and Goods & Services Procurement Manuals and Country Office Goods & Services Procurement Standard Operating Procedures (SOP) are carefully studied and strictly followed;
14. Full compliance of procurement activities with UN/WFP rules, regulations, policies and strategies;
15. Implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
15. Perform procurement activities in a timely manner to support procurement projects following standard processes and contributing to the effective acquisition of goods and services;
16. Organization of procurement processes, including timely preparation and conduct of Request For Information (RFI), Request For Quotation (RFQs), Invitation To Bid (ITBs), Request For Proposal (RFPs), their evaluation, negotiation of certain conditions of contracts in full compliance with WFP rules and regulations;
17. Ensure proper dissemination of ITB/RFQ/RFP via WFP’s e-tendering system In-Tend among suppliers from WFP roster as well as backward communication with suppliers on any related queries, when/if appropriate;
18. Timely facilitation of bids opening, procurement analysis of the received bids, convene Local Purchase and Contract Committee (LPCC) meetings to present tender results, provide LPCC with solid justification, making prior rigid and deep analysis of the bids, market situation, follow up on LPCC recommendations, ensuring that all documentation is properly recorded and filed;
19. Timely preparation of Purchase Orders (POs) and contracts in and outside WINGS, preparation of Recurring POs for contracting of services. Assist in proper reflection in WINGS of the outstanding commitments of the CO (creation of the new POs, adjustment, closure, etc.) in line with IPSAS requirements;
20. Identify and recommend potential suppliers and compile data/documents to support the selection of suppliers, ensuring standard processes are followed. Carry out roster update/expansion exercise for assigned categories of goods and services;
21. Brief the selected vendors on UN general rules and conditions and WFP regulations;
22. Contribute in research, collection and data analyses in order to produce reports to enable informed decision-making by Procurement Authority, and consistency of information presented to stakeholders;
23. Regular market survey for assigned categories of goods and services;
24. Perform main coordinating role in food procurement in local markets in close coordination with Regional Bureau food safety & quality and procurement teams.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE:
• Demonstrated familiarity with locally purchased commodities/goods/services (e.g., cash based, in-kind donations) and progressively responsible procurement experience is required (national or international).
• Well organized work with accurate information/databases/reports/records.
• Sound judgment; ability to extract, interpret, analyse and format data and to resolve operational problems.
• Time management, multitasking and prioritizations.
• Ability to work with minimum of supervision; to work effectively with people of different national and cultural backgrounds.
• Ability to work with accuracy under time constraints and pressure; to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment.
• Experience utilising computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling web-based management systems…
• Experience conducting supplier research and coordinating with retailers, wholesalers and traders.
• Demonstrated knowledge of procurement processes and linkages with other operations (e.g., logistics).
• General knowledge of UN system policies, rules, regulations and procedures governing procurement administration. Knowledge of WFP manuals, rule and guidelines in the area of procurement would be desirable.
Functional Capabilities (Knowledge & Skills):
• 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: Demonstrates strong understanding of procurement systems, Corporate operating System and tools to conduct range of analyses and generate reports to drive decision making.
• Ethics and Compliance: Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.
Education: Completion of secondary school education. A post-secondary certificate in the related functional area, with internationally recognized certificates in sourcing/procurement and further university education an advantage.
Language: Fluency (level C) in both oral and written communication in English and proficiency in the duty station’s language(s) (Russian and/or Kyrgyz).
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HOW TO APPLY To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). We want to ensure the recruitment process is fully accessible. Please contact us at jazgul.yusupova@wfp.orgto advise us of any accessibility needs you may have. ABOUT WFP The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. BACKGROUND WFP’s vision is that people in the Kyrgyz Republic will have substantially increased access to national social protection systems that safeguard and foster their ability to meet their food security, nutrition and associated essential needs, and to manage the risks and shocks they face, with ample opportunity to graduate from poverty and contribute to sustainable food systems, national disaster risk management efforts and social cohesion. WFP, the second largest UN agency in the Kyrgyz Republic, will support and promote the inclusion of people with diverse and often intersecting vulnerabilities and inequalities, by supporting nationally led social and civil protection systems and programmes (strengthening the government’s ability for anticipatory action and ensuring that no one is left behind) and by modelling new approaches within complementary WFP interventions (which can be adopted or transitioned), leveraging WFP’s global expertise in promoting healthy diets and sustainable food systems, climate risk management, warehousing, food safety, smallholder market access and innovations such as private sector-oriented solutions, micro-insurance and digital public goods. In the delivery of this wide variety of programmatic offerings and services, a strong procurement team within the Supply Chain function is key to success, offering a work environment with access to international expertise https://www.wfp.org/supply-chain. WFP is committed to diversity and inclusion within its workforce. WFP has zero tolerance for sexual exploitation and abuse, any kind of harassment, including sexual harassment, abuse of authority or discrimination. 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. All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:
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