The position is located in FAO Representation in Kabul, Afghanistan.
Reporting Lines
The National Professional Officer (Procurement) works under the overall supervision of the FAO Representative (FAOR) and under the direct supervision of the International Procurement Officer.
Technical Focus
The National Professional Officer (Procurement) 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. S/he provides procedural guidance to clients and staff across the Organization regarding procurement rules and procedures.
Key Results
Effective and efficient provision of administrative support to the programme and project activities of the FAO Representation.
Key Functions
• Ensures full compliance of procurement activities with FAO rules, regulations, policies and strategies as well as implementation of the effective internal control.
• Contributes to procurement business processes mapping of the project and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics.
• Develops the procurement plan for the project including costing, scheduling and applicable procurement methods (i.e. goods and services and contracts), in collaboration with technical teams.
• Reviews specifications, Terms of Reference (TORs) and statement of work provided to ensure completeness, accuracy and compliance with quality standards and objectives of the project; implements the procurement of goods, works and services, including the negotiation and awarding of contracts, in accordance with FAO rules and regulation, the project document, procurement plan and work plans.
• Prepares documentation for submission to the Local Procurement Committee.
• Assists with organizing and/or retrieving, entering, selecting and analysing data from a wide variety of sources, including FAO's corporate systems.
• Prepares financial and administrative correspondence for the office, including the processing of payments in accordance established rules; maintains a filing system; ensures that an appropriate paper trail with key documentation is archived.
• Assists with the preparation of recurring reports; provides support in the preparation of' reports for budget planning, audits and other related requests; liaises with local banks and financial institutions.
• Performs other duties as required.
Specific Functions
• Prepares assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, applying in-depth knowledge of the procurement applications and regulations, etc.
• Reviews purchase requisitions, orders and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approves transactions in the relevant systems up to a maximum amount as delegated.
• Ensures that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensures timely information on the status of procurement activities and all related issues.
• Maintains and monitors database records related to procurement actions undertaken, assigned tenders and contracts; coordinates collection of statistical information on procurement actions and ensures that information maintained in the relevant systems is accurate and updated.
• Prepares, reviews and analyses periodic monitoring reports, making recommendations and taking action as instructed.
• Participates in meetings with suppliers when and as required.
• Supports 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.
• Reviews current processes and makes recommendations to improve purchasing systems and procedures.
• Assists Purchase Orders with different stakeholders.
• Performs other duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
• National of the country of assignment.
• Advanced university degree in procurement, supply chain or related field and one year of relevant experience in procurement, supply chain or related field, OR a first-level degree in procurement, supply chain or related field, and three years of relevant experience in procurement, supply chain or related field.
• Working knowledge (proficient - level C) of English.
• Working knowledge (proficient - level C) of the local languages (Pashto and/or Dari).
Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
• Work experience in more than one location or area of work, particularly in field positions, is desirable.
• 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.
• Thorough knowledge of the UN system procurement regulations, policies and procedures.
• Certification on procurement delivered from an internationally recognized institution is an asset.
• Extensive knowledge and experience in Integrated Management Information System (iMIS) reporting and monitoring tools.
Female applicants are highly encouraged to apply.
FAO IS A NON-SMOKING ENVIRONMENT
