Procurement Assistant, SC5 (105270)

  • World Food Program
  • Mbarara, Uganda
  • 14/05/2019
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Job Description

Procurement Assistant, SC5 (105270)

Requisition # 105270 - Posted 12/05/2019 - Short Term-SC WFP - Africa, Central & Eastern - Uganda - Mbarara - Working Job Language (1) - FIELD OPERATIONS MANAGEMENT
 

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.
Language: General Service (Headquarters): Fluency (level C) in English language. Fluency (level C) or intermediate knowledge (level B) of another official language may be required depending on the location of the post or area of responsibility.

General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

ABOUT WFP

United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Brief description of WFP in Uganda

WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Karamoja with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.

As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.

ARE YOU UP TO THE CHALLENGE?

We are seeking a qualified individual for the position of Procurement Assistant, SC5  to be based in Mbarara. Selected candidates will be employed on Service Contract

ORGANIZATIONAL CONTEXT

This job is under the direct supervision of the Head of Integrated Resource Management

JOB PURPOSE

The job holder will perform and apply appropriate processes, procedures and policies that support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

  1. Perform administrative procurement activities in a timely and efficient manner, to support Professional staff in the acquisition of goods and services for efficient field operations.
  2. Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.
  3. Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, 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 programmes and ensure a coherent approach to meeting food assistance needs.
  8. Provide technical support and/or allocate work to other support staff, to assist them in completing standard tasks to agreed standards and deadlines.
  9. Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
  10. Any other duties as required

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 behaviour 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.


QUALIFICATION, EXPERIENCE & LANGUAGUES REQUIRED:

  1. A University degree in any of the following disciplines: Procurement, Logistics, Supply Chain, Finance, Business Studies, Economic or any related field is highly desirable;
  2. At least four years working experience in Procurement, Logistics, or Supply Chain;
  3. Experience in Procurement/Logistics work routines and methods;
  4. Experience in Vendor management
  5. Proficiency in both written and oral English
  6. Fluency in the local languages used in in South West Uganda

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.

TERMS AND CONDITIONS

DEADLINE FOR APPLICATIONS

26th May 2019

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

 

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