National Procurement Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination　　
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations.

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

The position is under the overall supervision of the FAO Representative in Yemen, and the direct supervision of the International Procurement Officer.

Technical Focus

The incumbent will undertake activities under the provisions of MS 502 and of MS 507 focusing on procurement processes, vendor management, and quality assurance. The candidate will work closely with the International Procurement Officer and relevant stakeholders to ensure efficient procurement operations and compliance with organizational standards.

Tasks and responsibilities

The incumbent will:

With respect to activities undertaken under the provisions of MS 502

•    Draft RFQs, ITBs, RFPs for goods, works and services and any correspondence and notes for the file related thereto as appropriated as instructed by the International Procurement Officer.
•    Assist in the identification of new local and international sources of supplies/services.
•    Assist in maintaining the filling system concerning the procurement function.
•    Assist in proper record-keeping of procurement activities in the Procurement Database and the Contracts Database.
•    Attend, whenever required, Tender Opening Panel and Local Procurement Committee meetings, preparing and editing Tender Opening and Local Procurement Committee minutes, Local/Field Purchase Orders and all documents relevant to Procurement.
•    Undertake commercial evaluation of offers and preparing commercial evaluation summaries/tables.
•    Support and assist in follow up on all correspondences under procurement activities of FAO-Yemen.
•    Follow up and report regularly to the International Procurement Officer on the progress of procurement activities.
•    Assist in the preparation of the consolidated annual procurement plan of FAO-Yemen
•    Assist in sorting out any deliveries by land, sea and air.
•    Assist in the prompt and timely clearances of goods and shipments for any FAO-Yemen projects by liaising with the Logistics Team in order to ensure safe arrival of these consignments to their final destinations.
•    Assist in follow up with regular updates on budgets (related to procurement matters) in Liaison with the Administration and Finance;
•    Assist to update the list of suppliers and follow-up the review of the supplier’s registration documents and liaise with HQ to insert the details of the offshore new suppliers accordingly.
•    In consultation with Requesters undertake performance evaluation of vendors including preparation of vendor performance reports.
•    Perform any other related duties as assigned.

With respect to activities undertaken under the provisions of MS 507

•    Assist in drafting RFPs for Letters of Agreement and any correspondence and notes for the file related thereto.
•    Assist in the establishment of Service Providers’ electronic database and draft correspondence for Service Providers to reply to queries and clarifications on the submitted applications.
•    Assist in undertaking due-diligence review of Service Providers’ applications.
•    Assist in the implementation of market surveys to determine operations’ related rate to be applied under Letters of Agreement.
•    Maintain the filing system and proper record-keeping concerning the LoA function including electronic LoA database and hard copies of LoAs, routing slips, note for the files, justifications and key correspondences.
•    Support in follow up with the relevant Responsible Officers on the preparation and provision of the necessary information and documents required for the proper implementation of the Quality Assurance function. 
•    Assist in the preparation of the consolidated annual LoA plan for FAO Yemen including the regular quarterly updates of this plan.
•    Assist in the preliminary Quality Assurance review of Letters of Agreement.
•    Assist in the preparation of the regular quarterly reports on LoAs to be submitted to CSAP in Rome.
•    Undertake commercial evaluation of offers and preparing commercial evaluation summaries/tables.
•    Assist in follow up on all correspondences under LoA activities of FAO-Yemen.
•    Assist in follow up and report on the progress of LoA activities.
•    Perform any other related duties as assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree in administration, management, procurement, economics or other relevant field.
•    At least 3 years of related work experience in procurement.
•    Working knowledge of the FAO official language used for communication within the country (English) and working knowledge of the local language(s) is required. 
•    National of Yemen.

FAO Core Competencies

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

Technical/Functional Skills

•    Knowledge of FAO and LoA rules and regulations or similar UN entities.
•    Ability to draft contractual instruments regarding solicitation documents.
•    Proficient in preparation of evaluation documents, procurement related NFFs, LPC submissions, etc.
•    Excellent skills in report writing and good knowledge of the local market conditions.
 

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/  
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/ 
•  Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. 

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions. 

HOW TO APPLY

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation to the online profile
• Once your profile is completed, please apply, and submit your application
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered
• Your application will be screened based on the information provided in your online profile
•  We encourage applicants to submit the application well before the deadline date.

If you need help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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