National Procurement Assistant

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