Procurement Associate (3 Positions)

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

TERMS AND CONDITIONS

Position Title: Procurement Associate (Goods and Services)
Procurement Associate (Smallholder Farmers)
Procurement Associate (Vendor Management)
Contract Type/Grade: Fixed Term -GS6
Number of position/s: 3 
Duty Station: Addis Ababa, Ethiopia
Duration: One year with a possibility of extension
Reporting line: Procurement Officer (Goods and Services)
Procurement Officer (Smallholder Farmers)
Procurement Officer (Vendor Management)

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.
WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

These jobs are found in Addis Ababa, Ethiopia Country Office, and report to a Head of Procurment Unit, Procurement Officer or the designate.
Job holders at this level demonstrate responsibility and initiative to respond independently to queries and problems with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holders supervise, provide technical advice, coach and coordinate a team of support staff.

JOB PURPOSE

To provide coordination, administrative services and research to support the efficient and effective procurement services.

KEY ACCOUNTABILITIES (not all-inclusive)

1.    Provide operational coordination and administrative services, to support procurement projects and activities, following standard processes and contributing to the effective procurement of goods and services.
2.    Identify and recommend potential suppliers, and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
3.    Review, record and prioritise purchasing requests, and provide support to requisitioners, in order to support the procurement of appropriate goods and services, at lowest cost to WFP.
4.    Contribute to negotiations with new suppliers on terms and conditions of orders, alongside a senior officer, in order to obtain the best terms and lowest costs for WFP.
5.    Prepare Purchase Orders, contracts and any supporting documentation for approval by the appropriate stakeholder, and approve purchases within delegated authority, to enable the swift purchase of goods and services.
6.    Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems.
7.    Research, collect and analyse data in order to produce reports to enable informed decision-making by Procurement Officers, and consistency of information presented to stakeholders.
8.    Manage updates and further develop databases and records, to ensure information is accurate, organised, and available for others to access, and supports reporting requirements.
9.    Maintain relationships with internal counterparts, to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
10.    Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines.
11.    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.
12.    Support with the assessment of Cooperatives Unions or Smallholder Farmers to ensure the list of approved CUs is updated on yearly basis.
13.    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.
14.    Plan and support procurement of commodities from smallholder farmers. Prepare monthly report with regards to smallholder farmer procurement activities.
15.    Perform other duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education:     A University degree in Business Administration, Supply Chain Management,  or another related relevant field.
Experience:   Six or more years of progressively responsible work experience in Procurement or relative business stream with experience in general administrative work. Experience in UN, International NGOs is an added advantage.
Language:     Fluency in both oral and written communication in English. Knowledge of the local language is an added advantage.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
•  Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
•  Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
•  Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
•  Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
•  Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
•  Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
•  Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
•  Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
•  Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
•  Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
•  Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

FUNCTIONAL CAPABILITIES

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Demonstrated familiarity with locally purchased commodities/goods/services (e.g., cash based, in-kind donations).
• Experience conducting supplier research and coordinating with retailers, wholesalers and traders.
• Demonstrated knowledge of procurement processes and linkages with other operations (e.g., logistics)

DEADLINE FOR APPLICATIONS

11 July 2022