Procurement Officer

Organizational Setting

FAO’s Subregional Office for Southern Africa (SFS) is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing subregional food, agriculture and rural development priorities. It develops and maintains relations with subregion-wide institutions including Regional Economic Integration Organizations (REIOs). The Subregional Office is a subsidiary of FAO’s Regional Office for Africa (RAF).

The post is located at SFS and based in Harare, Zimbabwe.

Reporting Lines

The Procurement Officer reports to the Senior Procurement Officer or the Chief, Procurement Service (CSLP) for functional and policy guidance, and administratively to the FAO Subregional Coordinator for Southern Africa (SFS) and FAO Representative for Zimbabwe, Eswatini and Lesotho.

Technical Focus

Tender documents, contracts for services and purchase orders for goods.

Key Results

• Ensure that procurement activities comply with FAO’s established policies and procedures and reflect best practice for public procurement.

Key Functions

• Plans, develops and manages all procurement and contractual aspects of significant complexity;
• Advises requisitioning units on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle, meeting objectives under tight deadlines;
• Prepares solicitation process, identifies method of solicitation, drafts tendering documents, identifies sourcing strategy and distributes invitations to tender, also using e-tendering system and supports bid/proposals evaluations while ensuring 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 presents cases to the relevant Procurement Committees;
• Participates in and conducts site inspections, bidder’s conferences and contract negotiations;
• Conducts market research to keep abreast of market developments; researches and analyses statistical data and market reports on the world commodity situation, production patterns and availability of goods and services;
• Contributes to updating procurement policies and related tools, provides procurement reporting as well as clarification/information for auditing purposes;
• Ensures the full implementation of corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability and in line with the Strategy for Sustainability Management in the UN System 2020-2030;
• Participates in the development of training and related training materials and promotes best practices and capacity development at FAO headquarters and the Decentralized Offices;
• Provides guidance to new/junior staff and stakeholders, ensures entry of accurate data using the Organizations ERP and related systems;
• Makes initial determinations and recommendations concerning disputes or claims arising from contractual instruments or procurement processes;
• Prepares monitoring reports, reviews and analyses data and make recommendations based on findings;
• Performs other duties as required.

Specific Functions

• Reviews and analyses procurement requests for completeness and conformity with established FAO rules, procedures and practice;
• Performs 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.;
• Pro-actively contributes to the designing of ad-hoc procurement strategies and related tools/documents;
• Makes initial recommendation of awards for the assigned procurement activities based on the analysis of the solicitations results;
• Provides guidance and supervision to Organization staff particularly in country offices on procurement matters and on the implementation of procurement strategies and processes in conformity with the relevant rules, procedures and practices;
• Reviews and analyses requests for ad-hoc re-delegation of authority received from country offices and provide.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree in law, business/public administration, finance, economics, commerce, marketing or a related field and five years of relevant experience in procurement related activities with at least two in public procurement; OR
A first-level degree in law, business/public administration, finance, economics, commerce, marketing or a related field, seven years of relevant experience in procurement related activities with at least two in public procurement; and completion of professional qualification from an internationally recognized body such as CIPS4, MCIPS, FCIPS or other UN-wide recognized certifications.
• Working knowledge (proficient – level C) of English and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).

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;
• Extent and relevance of experience in the field of the Corporate Environmental Responsibility;
• Demonstrated knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services;
• Extent and relevance of experience in public sector procurement dealing with complex contractual issues including revising, drafting of contract, formulating options and proposing recommendations;
• Extent and relevance of experience in identifying clients’ procurement-related needs and in providing support and guidance from clients point of view;
• Demonstrated ability to draft complex documents in English is considered a strong asset.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

GENERAL INFORMATION

• FAO reserves the right not to make an appointment
• Extension of fixed term appointments is based on certification of performance and availability of funds
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

CONDITIONS OF SERVICE

A competitive compensation and benefits package is offered.

Other benefits, subject to eligibility, include:
• Dependency allowances
• Rental subsidy
• Education grant for children
• Home leave travel
• 30 working days of annual leave per year
• Pension fund entitlements under the UN Joint Staff Pension Fund
• International health insurance; optional life insurance
• Disability protection

FAO encourages a positive workplace culture to increase inclusivity and diversity within its workforce. FAO applies measures in which all staff members contribute equally and in full to the work and development of the Organization. This includes:
• elements of family-friendly policies
• flexible working arrangements
• standards of conduct
TO APPLY

CLICK HERE To apply, visit the recruitment websiteand 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;
• Your application will be screened based on the information provided on your online profile;
• 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/
• 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.