Assistant(e) aux achats

Job Posting Organization:
The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of alleviating hunger and improving nutrition. WFP's vision emphasizes the importance of a diverse, skilled, and high-performing workforce that operates in a healthy and inclusive work environment, embodying the organization's core values of Integrity, Collaboration, Commitment, Humanity, and Inclusion. WFP has been recognized globally for its efforts, including being awarded the Nobel Peace Prize in 2020, and continues to invest in the professional development of its employees through various training and mobility opportunities. For more information, visit their website at https://www.wfp.org and follow them on social media platforms.

Job Overview:
The position of Assistant(e) aux achats is crucial within the WFP's operations in Haiti, specifically based in Port-au-Prince. The incumbent will report to the Head of the Procurement Unit and will be responsible for the effective application of procurement procedures and activities. This role requires a strong understanding of procurement processes and supplier management, as well as the ability to interpret and apply standard guidelines in the context of Haiti's operational environment. The Assistant will provide administrative and operational support to the procurement department, focusing on supplier relationship management (SRM) to ensure efficiency, transparency, and compliance in the acquisition of food, goods, and services. The position demands a proactive approach to problem-solving and the ability to work autonomously while demonstrating sound judgment in procurement matters.

Duties and Responsibilities:

• Support procurement activities by executing timely administrative tasks related to procurement to facilitate effective operations. Participate in the preparation and launch of tenders, evaluation of bids, negotiation, and contract awarding in accordance with standard procedures. Ensure follow-up on orders and deliveries with suppliers to guarantee compliance with timelines and contractual commitments.
• Manage the supplier database (SRM) by regularly refreshing the supplier list and ensuring its continuous update. Identify and prequalify potential new suppliers for various categories of goods, services, and food items in country offices and sub-offices. Ensure supplier registration in WINGS according to process requirements and verify the accuracy and compliance of all documents submitted by suppliers before their creation in the database.
• Conduct thorough document checks to ensure that supplier registration and qualification records meet internal procedures and compliance policies. Actively follow up with suppliers to collect required administrative documents (status, licenses, tax documents, etc.). Prepare registration reports for presentation to the Vendor Management Committee.
• Monitor supplier performance by organizing and coordinating supplier site visits (if applicable) to verify their operational capacity. Follow up on the supplier performance evaluation process and ensure compliance with timelines and required tools. Contribute to supplier risk analysis and implement improvement plans as necessary.
• Manage documentation and reporting by updating and maintaining databases, files, archives, and dashboards related to procurement and suppliers. Ensure the availability of reliable and easily accessible information for audit and reporting needs. Periodically produce SRM reports for management.
• Provide general support to the procurement department by assisting the procurement team with any other administrative or operational tasks as needed. Contribute to the continuous improvement of procurement processes, tools, and practices.

Required Qualifications:
The position requires the completion of secondary education, with a post-secondary certificate in a relevant functional area being desirable (such as procurement, logistics, management, administration, commerce, or a similar field). Candidates should possess at least five (5) years of progressively responsible experience in a relevant field, combined with administrative work experience. Desired experiences include procurement, supplier management, or a similar administrative role. Knowledge of SAP/WINGS or other ERP systems is an asset. Excellent organizational skills, attention to detail, and proficiency in document management are essential. The ability to work under pressure, manage priorities, and meet deadlines is crucial. Candidates should demonstrate proactivity, dynamism, and strong availability, along with the ability to maintain harmonious working relationships in a multicultural environment. Good communication skills are necessary to ensure clear and regular information flow, along with initiative, problem-solving capabilities, and openness to innovation. Flexibility and adaptability to changing priorities are also important.

Educational Background:
Candidates must have completed secondary education, and a post-secondary certificate in a relevant field such as procurement, logistics, management, administration, commerce, or a similar area is preferred. This educational background is essential to ensure that the candidate possesses the foundational knowledge required for effective performance in the role.

Experience:
The position requires a minimum of five (5) years of progressively responsible experience in a relevant field, which should include administrative work experience. Candidates with experience in procurement, supplier management, or similar administrative roles will be preferred. Familiarity with procurement processes and supplier management is essential, along with a proven track record of effective administrative support in a similar context.

Languages:
Fluency in French is mandatory for this position, as it is the primary language of communication in Haiti. Proficiency in English is considered an asset, as it may facilitate communication with international colleagues and stakeholders.

Additional Notes:
This position is based in Port-au-Prince, Haiti, and is open only to Haitian nationals. Female candidates are strongly encouraged to apply. The contract duration is for 12 months, with the possibility of renewal based on performance and organizational needs. The role is full-time, and WFP offers an attractive compensation package, which can be referenced in the Terms and Conditions section of the vacancy announcement. WFP is committed to providing an inclusive work environment and supports individuals with disabilities by offering reasonable accommodations throughout the recruitment process.