Procurement Assistant SC5

KEY ACCOUNTABILITIES (not all-inclusive)

Under the overall guidance of the Procurement Officer, the incumbent, based in Dubai-UAE, will be responsible for operational support service in procurement.

1. Perform administrative procurement activities in a timely and efficient manner, to support Procurement Staff in the acquisition of goods and services for efficient field operations.

2. Support operational activities of the Units : issue tenders, evaluate offers and negotiate/award contracts, ensuring standard processes are followed.

3. Review, record and prioritise purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.

4. Coordinate and monitor the delivery of procurement requisitions, verifying receipt and inspection of deliverables, and performing follow up actions to ensure supplies reach HQ and field operations.

5. Research, collate and present information in standard formats, to enable informed decision- making and consistency of information presented to the stakeholders.

6. Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.

7. Liaise with internal counterparts to support the alignment of procurement activities with wider program and ensure a coherent approach to meeting food assistance needs.

8. Provide technical support and/or allocate work to other support staff, in order to assist them in completing standard tasks to agreed standards and deadlines.

9. Step up during staff leave periods.

10. Perform other related duties.

STANDARD MINIMUM QUALIFICATIONS

Education:

Completion of secondary school education. Bachelor in Engineering (electrical, electronics) or IT or equivalent is desirable.

Experience:

At least five years of progressively responsible in the field of procurement, logistics management, finance, accounting, evaluation, audit or other related field. Certification in Chartered Institute of Procurement and Supply (CIPS) is an added advantage.

Language:

Fluency in both oral and written English Language.4Ps

CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP's Strategic Objectives.

• Be a force for positive change: Suggests potential improvements to team's work processes to supervisor.

• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.

• Make our mission visible in everyday actions: Articulates how own unit's responsibilities will serve WFP's mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.

• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.

• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.

• Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.

• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.

• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.

• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.

• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.

• Be politically agile & adaptable: Develops an understanding of the value of WFP's teams and external partners in fulfilling team's goals and objectives.

• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor's priorities to fulfill internal and external partner needs.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behavior expected for the proficiency level
Tendering and Contracting Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information.
Vendor Management Leverages basic understanding of business needs to define vendor requirements and selection criteria.
Commodity and Product/Service Intelligence Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices.
Systems & Reporting Utilizes basic understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks.
Ethics and Compliance Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Has worked on procurement activities.

• Experience conducting analyses and developing reports.

• Experience working with suppliers or other third party on day to day basis.

• Displays understanding of processes to support the contracting/tendering implementation.

• Leverages understanding of business needs to define vendor requirements and selection criteria.

• Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices.

• Utilizes understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks.

• Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

TERMS AND CONDITIONS

• The United Nations World Food Program is an equal opportunity employer. Qualified female candidates and UAE Nationals are strongly encouraged to apply.

• Applications received after the closing date will not be considered.

• Only those candidates shortlisted will be notified.