Organizational Setting
The Food And Agriculture Organization of the United Nationsโ (FAO) Subregional Office for the Pacific (SAP) covers Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Republic of Marshall Islands, Nauru, Niue, Palau, Samoa, Solomon Islands, Tokelau, Tonga, Tuvalu and Vanuatu. FAO SAP is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional agriculture, food, nutrition and rural development priorities. FAO SAP develops and maintains relations with subregion-wide institutions including the Council of Regional Organizations in the Pacific (CROP). The Subregional Office is a subsidiary of FAOโs Regional Office for Asia and the Pacific (RAP) in Bangkok.
Reporting Lines
The Procurement Specialist, under the direct technical supervision of the Regional Procurement Officer at FAO RAP for Procurement/Policy matters, will administratively work under the overall supervision of the FAO Subregional Coordinator and direct administrative supervision of the Administrative Officer in SAP.
Technical Focusย
The incumbent will contribute to the planning, development and implementation of procurement initiatives to support decentralization and capacity development.
Tasks and responsibilities
โข ย ย Review and analyze procurement requests for completeness and conformity with established FAO rules, procedures and practice; liaise with the requesters, as necessary, and recommend to supervisor appropriate procurement strategy/approach, based on careful analysis of risks and identifying sound mitigation measures, to best serve institutional interests including requests from decentralized offices to undertake procurement locally.
โข ย ย Perform operational functions relating to the procurement process including, but not limited to, preparation of documents in GRMS and other office applications related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers including follow-up on orders to ensure timely delivery, etc.
โข ย ย Make recommendation of awards for the assigned procurement activities; where applicable prepare submissions for relevant procurement committee review presenting the submission if needed. Prepare full set of sound contractual instruments required and manage their correct execution until their final closure after correct application of payment and other relevant contractual terms. Timely alert the team leader / officer on possible contractual disputes making proposals for possible amicable settlements for avoiding arbitration.ย
โข ย ย Provide general guidance and technical advice as required to requesters and local technical experts in the country office on procurement matters and on the implementation of procurement strategies and processes in conformity with the relevant rules, procedures, and practices.ย
โข ย ย Offer support, if and as required, to requesters in the office responsible to prepare sound procurement plans. Maintain regular and open communication with requesters in the office, updating regularly on the status of advancement of procurement activities required, challenges arising during tendering or contract management.ย
โข ย ย Prepare sound requests for ad-hoc re-delegation of authority on behalf of the Procurement Authority in the country office and present, if required, submission forms prepared by the office to the HQPC meetings.
โข ย ย When requested, provide advice and guidance to colleagues on the use of the Oracle Procurement Module and other IT applications, including e-tendering tools, utilized in the Procurement Service.
โข ย ย When requested, participate in procurement mission to sub-offices in the country, providing support and training to staff working in these offices as necessary.ย
โข ย ย Perform other related duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
โข ย ย University degree in law, business/public administration, economics, commerce or related field
โข ย ย At least 5 years of relevant experience in procurement related activities with at least two years in public procurementย
โข ย ย Working knowledge (level C) of English and limited knowledge (level B) of one of the other languages of the Organization (Arabic, Chinese, French, Russian, Spanish). For PSA, working knowledge of English.
FAO Core Competencies
โข ย ย Results Focus
โข ย ย Teamwork
โข ย ย Communication
โข ย ย Building Effective Relationships
โข ย ย Knowledge Sharing and Continuous Improvement