Procurement Assistant (Good & Services) (2)

The Job

VACANCY ANNOUNCEMENT NO ‐ WFP/YEM/2017/29                                       

Organizational Unit: WFP Yemen Country  
Functional Title:   Procurement Assistant (Good & Services) – 2 positions
Duty Station: Sana`a ‐ Yemen       
Functional Level: SC 5
Contract Type and Duration: Service Contract for 1 Year renewable
Unit: Procurement
Date of Issue: 07 September 2017
Closure Date: 17 September 2017

ACCOUNTABILITIES:                                                                                                                   

Within the assigned unit and delegated authority, Procurement Assistant (Good & Services) will be responsible for  the following duties:

 DUTIES AND RESPONSIBILITIES                                                                                                           

  1. Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations.

  2. Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.

  3. Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.

  4. Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions  to ensure supplies reach HQ  and field operations.

  5. Research, collate and present information in standard formats, to enable informed decision‐ making and consistency of information presented to the stakeholders.

  6. Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.

  7. Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.

  8. Provide  technical  support  and/or  allocate  work  to  other  support  staff,  in  order  to  assist them in completing standard tasks to agreed standards and deadlines.

  9. 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.

 FUNCTIONAL  CAPABILITIES:                                                                                                              

  1. Tendering and Contracting >> Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information.  

  2. Vendor Management >> Leverages basic understanding of business needs to define vendor requirements and  selection criteria.  

  3. Commodity and Product/Service Intelligence >> Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices. 

  4. Systems & Reporting >> Utilizes basic understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks. 

  5. Ethics and Compliance >> Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

 ORGANIZATION CAPABILITIES:                                                                                                                                                                

Purpose

  • Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.

  • Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.

  • Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to show case positive impact.

  • Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

  • Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on‐the‐job experiences for self, colleagues and direct reports.

  • Create an inclusive culture: Facilitates team building activities to build rapport in own unit.

  • Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.

  • Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

  • Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.

  • Focus on getting results: Monitors team’s  deliverables  and  provides  feedback  to  ensure outcomes are delivered consistently and accurately.

  • Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.

  • Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

  • Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.

  • Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.

  • Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.

  • Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfil the needs of internal and external partners.

 

MINIMUM QUALIFICATIONS:                                                                                                                                                                      

Education: Completion of secondary school education. A post‐secondary certificate in the related functional area is desirable.

Language: Fluent (level C) English and Arabic in both oral and written communication

Nationality and Residency: The applicant should either be a Yemeni national or have a valid Yemeni Residence/ work permit at the time of application.

Experience:

  1. Four or more years of experience in Procurement

  2. Working experience with UN Agency

  3. Experience in emergency environments

Desired experiences for entry into the role

  • Has worked on procurement activities.

  • Experience conducting analyses and developing reports.

  • Experience working with suppliers or other third party on day‐to‐day basis.

How to Apply

WFP Staff:

To view the job description and apply to this vacancy please go to: https://performancemanager5.successfactors.eu/sf/jobreq?jobId=64321&company=C0000168410P& username=

Click on “Apply” to submit your application (please note that you must complete your CV on line in order for your application to be properly submitted).

Non‐WFP Staff

To view the job description and apply to this vacancy please go to: https://career5.successfactors.eu/sfcareer/jobreqcareer?jobId=64321&company=C0000168410P&us ername=

Create your online CV

  1. Click on “Apply”
  2. Click on Create an account
  • Female candidates are encouraged to apply.
  • Only candidates who are short‐listed will be contacted
  • Applications must be submitted online (use English language)
  • Employer: WFP
  • Category: Logistics
  • Location: Sana'a
  • Posted on: Sep 7, 2017
  • Deadline: 17 Sep, 2017

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