Procurement Officer (Internal Surge for FAO staff only)

Organizational Setting

FAO country offices, headed by an FAO Representative, are assisting governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition.
Reporting Lines

During the period of the mission, the Procurement Officer deployed for surge support reports technically to the appropriate CSLP officer (e.g. CSLP Field Unit Head, Regional IPO, or Chief CSLP) and administratively to the FAO Representative of the office where the officer is deployed.  
Technical Focus
Timely, efficient and effective procurement of goods, services and Quality Assurance for Letters of Agreement in compliance with the relevant FAO rules and regulations.

Key Functions
  
•    Leads and/or participates in teams and provides expertise on Organization-wide committees or working groups, and/or supervises staff;
•    Supervises, oversees and/or contributes to the delivery of procurement/contractual reporting and activities/services in accordance with FAO policies and regulatory framework;
•    Develops and updates the supporting operational, policy, control and/or risk management frameworks, involving the  implementation of the latest approaches and methodologies, streamlined business processes, new/revised procurement policies and related tools, systems, technologies and related procedures;
•    Analyses procurement information for inclusion in statutory reports, management reports, procurement statements, and/or reports to donors as well as other specific reports for Governing Bodies, donors and other partners;
•    Responds to requests for assistance and provides procurement and regulatory advice and assistance to managers at headquarters and Decentralized Offices, etc.
•    Develops effective working relationships including coaching, mentoring and evaluating staff in the local procurement  unit and resolves problems with external providers, donors, partners, and UN procurement executives as well as provides information/clarification to auditors;
•    Participates in the development of training and related training materials and promotes best practices and capacity development at headquarters and Decentralized Offices.

Specific Functions

•    Advises requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle including preparation of tender's evaluation criteria, meeting objectives under tight deadline;
•    Prepares solicitation process, identifies method of solicitation, prepares tendering documents, distributes invitations to tender and conducts all aspects of bid/proposals evaluations as well as ensures that the solicitation process is fair, objective, and transparent and that it follows the general principles, as set forth in the FAO Manual Section;
•    Prepares and supports the submission of cases to the Local and Headquarters Procurement Committees as appropriate;
•    Participates in and conducts site inspections, bidder conferences and contract negotiations, as necessary;
•    Conducts market research to keep abreast of market developments, research and analyses statistical data and market reports on required goods and services, production patterns and availability of goods and services.
•    Undertakes the buyer function in conformity with FAO's rules and regulations;
•    Identifies and makes initial determinations and recommendations concerning disputes or claims arising out of procurement actions;
•    Organises and participates in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC);
•    Coordinates with forwarding agents relating to custom clearance, packing, and shipment of goods and maintains logistics records of such procurement-related activities.

Minimum Requirements

•    Experience in procurement related activities, including at least three years of supervisory experience;

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.