National Procurement Specialist
Organizational Context
The Food and Agriculture Organization of the United Nations (FAO) supports global agrifood system transformation for better production, nutrition, environment, and livelihoods, ensuring no one is left behind. The Subregional Office for the Pacific Islands (SAP) drives strategies and projects for food, agriculture, and rural development in the region, fostering relationships with subregional institutions. SAP is part of the FAO Regional Office for Asia and the Pacific (RAP).
Job Purpose
The National Procurement Specialist will manage and coordinate all procurement activities within the Subregional Office for the Pacific Islands. This role is crucial for ensuring strict adherence to FAO's policies, procedures, and donor requirements throughout the procurement lifecycle. The specialist will oversee the entire process, from identifying and vetting suppliers to managing contracts and ensuring the timely delivery of necessary goods and services, thereby supporting the effective implementation of FAO's projects and strategic objectives in the region.
Responsibilities
Execute specialized procurement and contractual processes, ensuring consistency, timeliness, and compliance with FAO rules, procedures, and donor requirements. Review and analyze procurement requests for completeness and conformity. Perform buyer roles in the Global Resource Management System (GRMS), including creating and amending Purchase Orders (POs) and managing vendor sites. Conduct market research to identify and vet vendors, maintaining an updated supplier roster. Support procurement processes, ensuring timely completion and providing status updates. Prepare tender documents, issue tenders, conduct market searches, follow up with suppliers, and draft contracts, amendments, and renewals. Provide secretariat support to procurement committees and prepare meeting minutes. Monitor requisitions, maintain supplier contact for timely delivery, coordinate shipments, and verify deliverables. Organize bid openings, conduct financial evaluations, and review technical evaluations. Implement internal controls for POs and address budget check errors. Create recurring contracts and POs in GRMS using Long-Term Agreements (LTAs), ensuring commitments are within ceilings. Prepare and issue Requests for Proposals (RFPs) for service providers and contribute to Letters of Agreement. Develop in-depth knowledge of FAO procurement procedures (MS 502 and MS 507). Report progress to the International Procurement Specialist and compile data for recurring reports. Prepare submissions for Local and Headquarters Procurement Committees. Support requisitioning units on procurement issues. Contribute to and update the annual procurement plan. Prepare and analyze procurement monitoring reports. Make initial determinations on disputes or claims. Maintain a filing system for POs and contracts, tracking agreements and informing users of rights and obligations. File all procurement documents for audit purposes.
Work Experience
A minimum of five years of relevant professional experience in procurement, supply chain operations, or financial management of projects is required. This experience should demonstrate a strong understanding of procurement processes and financial oversight within project contexts.
Skills
Essential skills include results focus, teamwork, communication, building effective relationships, and knowledge sharing. Efficiency, competence, integrity, negotiation skills, tact, and diplomacy are crucial. Ability to work with multi-disciplinary and multi-cultural project partners at regional and international levels is necessary. Demonstrated knowledge of internationally recognized procurement standards and operations is required. Proficiency in FAO systems like GRMS and FPMIS is desirable. Strong organizational and multitasking skills with attention to detail are essential. Excellent communication and interpersonal abilities for liaising with diverse stakeholders are needed. Experience in managing or coordinating international, regional, or national projects related to agriculture and the environment is highly desirable.