Procurement Specialist

Organizational Setting

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. 
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. 
Specifically, FAO Country Offices: 
•    advocate, inform and support policies and investments in the areas of FAO’s mandate;
•    provide technical assistance and deliver core services; 
•     assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
•    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and 
•    ensure risk-smart and accountable operations and management.  

Reporting Lines

Under the overall supervision of FAO Representative and direct supervision of Assistant FAOR (Administration) and in close consultation with CLSP, the Procurement Specialist provides and coordinates day-to-day procurement operations activities of the regular programme and various projects, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures, and practices she provides procedural guidance to clients and personnel across the Representation regarding procurement rules and procedures.

Technical Focus

Provide operational and advisory support for procurement processes, ensuring compliance with FAO rules and procedures.
Facilitate efficient procurement planning, contract management, and vendor coordination for timely delivery of goods and services.
The incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization, providing a wide variety of procurement services.

Tasks and responsibilities

•    Perform operational functions relating to the procurement processes of the regular programme and various projects including the preparation of documents related to assigned procurement actions, issuance of tenders, evaluation of bids, follow-up with suppliers, attendances at tender opening panel, issuance of purchase orders, drafts amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement applications and regulations etc.;
•    Review purchase requisitions, orders, contracts and tenders of the regular programme and various projects to ensure that they are complete and in conformity with established FAO rules and procedures; 
•    As Buyer, for purchase of Goods, act as responsible person for the procurement process ensuring goods are delivered, inspection is arranged, and receipt of goods is issued by the Requisitioner.
•    Act as the Quality Assurance Specialist for Letters of Agreement (LoA) under the rules of FAO Manual Section 507. This includes the responsibility to review LoAs to ensure they comply with FAO’s established policies and procedures relevant to LoAs. The review process involves assessing the appropriateness of the chosen contractual instrument and ensuring that all administrative checks are performed on LoAs and their supporting documents, verifying that the documentation and information are complete and conform with the relevant manual section. Ensure that review actions are completed in a timely manner in accordance with the relevant rules and procedures.
•    Maintain and monitor database records related to procurement actions of the project undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated.
•    Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed; 
•    Handle and coordinate all related incoming and outgoing procurement correspondence and documentation related to the regular programme and various projects and coordinates appropriate action, including drafting procurement correspondences with suppliers, internal offices and other parties. 
•    Participate in procurement-related meetings with suppliers together with other concerned FAO personnel or management;
•    Support knowledge building and knowledge sharing across the Representation through advice and guidance related to procurement on the use of the ERP’s Procurement Module and other IT applications (including e-tendering tools) utilized in the Procurement Service;
•    Review current processes and make recommendations to improve purchasing systems and procedures;
•    Map FAO’s procurement business processes as well as elaborates content and control of the procurement workflows; 
•    Ensure provision of researched information for formulation and implementation of contract strategy and strategic procurement, including tendering processes and evaluation, managing the contract for goods, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management; 
•    Upon receiving input from Requisitioners and approval of the annual procurement plan by the Budget Holder, prepare master procurement plan and implement, monitor and report its implementation;
•    Organize procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their Commercial evaluation, negotiation of certain conditions of contracts in full compliance with FAO rules and regulations;
•    Prepare purchase orders and contracts in and outside GRMS, submission of vendor request creation to AP-Services; 
•    Implement an internal control system which ensures that purchase orders are duly prepared and dispatched; conducts timely corrective actions on POs with budget check errors and other problems;
•    Develop and update the database of suppliers, implement supplier selection and evaluation in case of poor performance of the supplier;
•    Organize procurement training for the personnel of the Representation on Procurement;
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    University degree in business administration, finance, commerce, economics or related fields.
•    Five years of experience in procurement-related activities or experience in business administration or supply chain management.  
•    Working knowledge (Level C) of English and local language (Farsi)
•    National of the Islamic Republic of Iran

FAO Core Competencies

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

Technical/Functional Skills

•    Thorough knowledge of the essential elements of transactions,
•    Extent and relevance of experience in public sector procurement
•    Good knowledge of the MS Office package, Internet and office technology equipment
•    Extent of knowledge of procurement-related rules and processes.
•    Ability to guide/coordinate staff providing a wide range of services and to analyze situations accurately, take effective action and carry out instructions with minimum supervision.
•    Thorough knowledge of the MS Office applications, internet, and office technology equipment.
•    Customer service orientated, initiative, good planning and organizational skills, ability to establish priorities, standards and deadlines.

ADDITIONAL INFORMATION