Procurement Officer (Service Contracts)

Organizational Setting

The Procurement Service (CSLP) of the Logistics Services Division (CSL) provides policy and operational support to ensure that the Organization procures goods, works and services based on "Best Value for Money" principles. The Procurement Officer performs procurement activities related to the preparation of tender documents, draft and finalization of contracts or Purchase Orders for goods, works and services for FAO Decentralized Offices (DOs).

The position is located in the Procurement Service (CSLP) of the Logistics Services Division (CSL) at FAO headquarters in Rome, Italy.

Reporting Lines

The Procurement Officer (Service Contracts)reports to a higher-graded Procurement Officer.

Technical Focus

Procurement of goods and services in compliance with FAO's rules and regulations.

Key Results

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

Key Functions

• Supports monitoring through analysis of reports. Identifies variances and/or compliance issues and makes recommendations;

  
  

• Participates in the development of improved work methods and procedures;

  
  

• Collaborates in the development of training tools and materials and the organization of training workshops/seminars etc;

  
  

• Participates on special project/work teams;

  
  

• Drafts tender documents, contracts, purchase orders and general correspondence;

  
  

• Reviews the technical and financial offers; participates in meetings with stakeholders as necessary;

  
  

• Responds to requests for assistance during tendering process from managers and staff at HQ and the DecentralizedOffices, makes recommendation on best course of action and approves obligations as per delegated level of authority;

  
  

• Supports corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.

  
  

• Participates in the market and suppliers research;

  
  

• Performs other duties as required.

  
  

Specific Functions

• Reviews and analyses procurement requests for completeness and conformity with established FAO rules,procedures and practices; liaises with the requesters, as necessary, and recommends to supervisor appropriatestrategy/approach to best serve institutional interests

  
  

• Assists in preparing evaluation criteria for more complex procurement actions, prepares or guides tenderdocuments and contracts.

  
  

• Prepares documents in FAO's ERP system and other office applications related to assigned procurement actions,issuance of tenders and purchase orders, evaluation of bids, follows-up with suppliers including follow-up onorders to ensure timely delivery.

  
  

• Performs the commercial evaluation and proposes recommendation of awards for procurement activities relating to the purchase of goods or services/works.

  
  

• Provides advice and guidance to colleagues on the use of IT applications, including e-tendering tools, utilized in the Procurement Service. Produces relevant reports to support contract monitoring.

  
  

• Reviews invoices and inspection reports if applicable, coordinates with the technical team to determine application of liquidated damages, and facilitates timely payment to vendors, if necessary.

  
  

• Maintains an appropriate procurement filling system for audit trail.

  
  

• Performs other related duties as required.

  
  

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Advanced university degree (Master’s degree or equivalent) in law, business/public administration, finance, economics, commerce, marketing or a related field

  
  

• Three years of relevant experience in the area of procurement-related activities OR a first-level degree in law, business/public administration, finance, economics, commerce, marketing or a related field, five years of work experience in procurement-related activities; and completion of professional qualification from an internationally recognized body such as CIPS Level 2/3/4, MCIPS, FCIPS or other UN-wide recognized certifications

  
  

• Working knowledge (proficiency – level C) of English and intermediate knowledge (intermediate proficiency – level B) of another FAO official 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 is desirable

  
  

• Extent and relevance of experience in the field of the Corporate Environmental Responsibility.

  
  

• Extent and relevance of knowledge and experience in procurement and contract-related issues including reviewing, preparing and drafting contractual instruments.

  
  

• Demonstrated experience in drafting technical documents and reports in English is considered a strong asset.

  
  

• Demonstrated knowledge and experience in public procurement is desirable.