Procurement Officer

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

JOB TITLE: Procurement Officer
TYPE OF CONTRACT:
Fixed Term – NOA 
UNIT/DIVISION:
Procurement, Supply Chain
DUTY STATION (City, Country):
Addis Ababa, Ethiopia
DURATION:
One year with a possibility of extensions    
REPORTING LINE:  
 Head of Procurement, Senior Procurement Officer, or the designate

ABOUT WFP

The World Food Programme (WFP) is United Nations frontline agency in the fight against hunger, WFP is continually responding to emergencies. We save lives by getting food to the hungry fast. But WFP also works to help prevent hunger in the future. We do this through programmes that use food as a means to build assets, spread knowledge and nurture stronger, more dynamic communities. This helps communities become more food secure. On average, WFP aims to bring food assistance to more than 80 million people in 80 countries.

WFP Ethiopia is working with the Government and 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

This job is found in Ethiopia Addis Ababa Country Officers. Jobholders have independent responsibility for technical, specialized work including planning, organization, coordination, and setting objectives. Job holders are likely to be working closely with a more experienced professional staff member receiving guidance and regular feedback on work performed, and heavily engaged into day-to-day procurement operations.

JOB PURPOSE

To collect, analyze and report on information to maximize the efficiency of procurement operations and activities. To support procurement activities, performing research and analysis, and providing recommendations for the efficient and effective procurement of Cash & Markets/Planning & Compliance (CBT) activities including other standard procurement activities.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Support procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), following standard processes and contributing to successful procurement of food and non-food commodities or services.
2. Contribute to analysis of data to provide recommendations for process improvement.
3. Collate data and contribute to preparation of accurate and timely reports of procurement activities, to contribute to a WFP wide view that enables informed decision making and consistency of information presented to stakeholders, leading to performance optimization.
4. Support auditing of procurement activities by collating the necessary information for recommendations to be responded to appropriately to ensure conformity with compliance rules.
5. Work in close collaboration with internal counterparts to align procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
6. Support training of WFP staff to take a strategic and proactive approach to the procurement of food and non-food commodities and services, for example designing and reviewing training materials.
7. Guide and supervise a limited number of more junior staff, acting as a point of referral and supporting them with simple analysis and queries.
8. Follow standard emergency preparedness practices to ensure WFP is able to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis.
9. Act in an assigned emergency response capacity as required to meet emergency food assistance needs.
10. Other as required.

I.    Planning 

1.1    Perform secondary analysis of the country’s main markets supply chains to determine functionality and identify main gaps
1.2    Support in defining the overall procurement strategy to support CO programme by identifying structure, capabilities and resourcing required for CBT
1.3    Work with Programme and the Strategic Outcome (SO) managers to analyse and map the retailer contracts to support effective and efficient delivery of FFV and other CBT projects
1.4    Participate in the Cash Working Group and contribute Supply Chain-Procurement inputs and operational planning
1.5    Regardless of the transfer modality (Food, CBT and NFIs), carry out in-depth market analysis and supply chain network mapping to identify inefficiencies and opportunities to strengthen local markets with objectives to improve customer’s value equation and/or to suggest a change of modality from in-kind to CBT

II.    Procurement activities

2.1    Provide support to procurement activities following standard processes and contributing to the effective procurement of goods and services.
2.2    Working with CO cross functional Units (Programme, IT and Finance), participate and contribute to the selection and contracting of appropriate financial service providers (FSP), determine the scope of service for retail selection, participate in evaluation and contracting of retailers to sustainably and efficiently meet the beneficiaries’ food and/or NFI needs
2.3    Review requests and prepare Purchase Orders, contracts and any supporting documentation for approval within delegated authority, in order to enable the swift purchase of goods and services.
2.4    Contribute to negotiations with new suppliers on terms and conditions of orders, with guidance from head of Procurement unit, in order to obtain the best terms and value for money for WFP.
2.5    Identify and build productive relationships and partnerships with counterparts in UN agencies, NGOs, Governments and the private sector to share knowledge and resources
2.6    Assist in identification, assessment of potential suppliers, and ensure necessary data/documents are collected to support the selection of suppliers, ensuring standard processes are followed to support vendor management team.
2.7    Conduct research and analysis on a range of data, and produce substantive reports providing insight and recommendations for informed decision-making.
2.8    Design, develop and oversee the maintenance of databases and records, to ensure information is accurate, organised, and available for procurement activities, and support reporting requirements.
2.9    Work in collaboration with units and counterparts, in order to align procurement activities with wider programmes and ensure a coherent approach to meeting food assistance needs.
2.10    Provide advice, guidance and training to procurement staffs to ensure individual and team objectives are delivered in agreed delivery time

III.    Market Development 

3.1    Train the shop owners on the retailer activities provided by the shops in accordance with the contract terms and conditions that are fundamental to strengthen customer value equation (assortment & availability, quality, price, and service)
3.2    Apply and/or develop Standard Operating Procedures (SOPs) and tools for retail engagement activities
3.3    Periodical retailer performance and monitoring review to identify area of improvement.
3.4    Carry out market system analysis (MSA) (in-depth market analysis and supply chain network mapping) to identify main inefficiencies and opportunities to strengthen local markets with objectives to improve customer’s value equation
3.5    Work closely with internal and external stakeholders including local government, NGOs and UN agencies to set up the most appropriate market development activities

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Experience handling routine transactions/ purchase of commodities/goods/services.
• Experience developing timelines and cost reports for suppliers (e.g. retailers, wholesalers and traders).
• Demonstrated experience coordinating procurement processes with other units/ teams (e.g., logistics, ICT, Administration).

EXPECTED OUTCOMES

It is expected that the Procurement officer will become an integrated part of the Supply Chain Unit in the WFP Country Office and contribute to the successful delivery of programme activities, with specific focus on Cash Based Transfers and related activities:

  • Submission of reports and analysis in accordance with deadlines
  • Established contracts of Financial Service Providers and Retailer Contracts which meet the needs and requirements of the WFP Country Office
  • Through coordination with other units in the Country Office and external partners and service providers, successful implementation of Cash Based Transfer activities as defined by WFP programme

STANDARD MINIMUM QUALIFICATIONS

Education: Advanced University degree in Supply Chain Management, Public Administrations, Business Management or Social Sciences, Economics, Commerce or another relevant field, or First University degree with an additional relevant work experience and/or training/courses.

Experience: Two years of professional relevant working experience in the field of Supply Chain Management, Procurement either in the private sector or the development/humanitarian sector.
Language: Fluency in both written and oral communication in English. Knowledge of the local language is an added advantage.

Knowledge and Skills: 

•    Proficiency in Windows MS Office (Word, Excel, PowerPoint, Outlook);
•    Behavioral competencies such as Action Management, Client Orientation, Cognitive Capacity, Innovation, Partnering, and Teamwork.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

  • Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
  •  Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
  •  Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
  •  Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People

  • Look for ways to strengthen people’s skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
  •  Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
  •  Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
  •  Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance

  • Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
  •  Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
  •  Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
  •  Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership

  • Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
  •  Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
  •  Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
  •  Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level
Tendering & Contracting Demonstrates ability to establish and manage small contracts/ portions of larger contracts that enhance the value WFP obtains from its engagements (e.g., cost, efficiency, quality).
Vendor Management Demonstrates working knowledge and understanding of the supplier network and business needs to effectively select vendors that meet the selection criteria.
Commodity/Product/Service Intelligence Selects appropriate products and/or services in own area based on a basic understanding of sources, country requirements, and public procurement principles/practices.
Systems & Reporting Demonstrates strong understanding of procurement systems, Corporate operating System and tools to conduct range of analyses and generate reports to drive decision making.
Ethics & Compliance Demonstrates ability to collect, collate and report records relating to ethics and compliance to assist in the analysis of audit findings.

DEADLINE FOR APPLICATIONS

11 July 2022

 

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