Procurement Assistant

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 and feeds more than 90 million people annually. The organization is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. WFP has received the Nobel Peace Prize in 2020, highlighting its significant contributions to humanitarian efforts worldwide. The organization values integrity, collaboration, commitment, humanity, and inclusion, striving to create a healthy and inclusive work environment for its employees. WFP invests in the personal and professional development of its staff through various training and mentorship programs, offering exciting career paths across its global offices.

Job Overview:
The Procurement Assistant position at WFP South Sudan is crucial for supporting the procurement activities of the organization in Juba and other field locations. The role involves providing administrative and operational support to ensure that goods and services are procured in a timely, transparent, and compliant manner. The Procurement Assistant will work under the supervision of a Procurement Officer and will be responsible for preparing procurement documents, managing purchase requests, supporting the evaluation process, and maintaining accurate procurement records. This position is essential for ensuring that WFP can effectively deliver its humanitarian assistance programs, as it directly impacts the organization's ability to procure necessary supplies and services. The Procurement Unit plays a vital role in supporting program delivery and operational continuity, adhering to WFP rules and donor requirements while ensuring value for money and accountability in procurement processes.

Duties and Responsibilities:
The Procurement Assistant will have a comprehensive set of responsibilities, including:

• Providing administrative and operational support to procurement activities, ensuring timely and compliant purchasing for the Juba office and field locations.
• Preparing, compiling, and sharing procurement documents such as requests for quotations, tender documents, evaluation files, and award records.
• Receiving, recording, and following up on assigned purchase requests, ensuring all required information and approvals are available.
• Supporting the evaluation process by organizing documents, recording decisions, and maintaining clear evaluation records.
• Collecting supplier, market, and procurement information to support analysis and informed decision-making.
• Maintaining accurate procurement files, supplier records, and contract trackers for reporting and audit purposes.
• Supporting the preparation and issuance of purchase orders and contracts, ensuring all details are accurately captured.
• Following up with teams, suppliers, and colleagues on delivery timelines and contract implementation.
• Preparing periodic updates and reports on tenders, purchase orders, and contracts, highlighting progress and issues. 1
• Coordinating with relevant teams to clarify requirements and support timely procurement services. 1
• Providing guidance to colleagues or temporary support staff on routine procurement tasks. 1
• Supporting procurement preparedness and urgent purchasing actions as needed. 1
• Performing other procurement-related duties as required within the position's scope.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary school education is mandatory. A university degree in Logistics and Supply Chain Management, Procurement, or relevant fields is preferable but not mandatory.
• A minimum of 5 years of post-secondary experience in humanitarian operations, specifically in procurement, is required.
• Experience handling small, medium, and complex tenders, including bid preparation, evaluation, and award processes.
• Experience working with suppliers or third parties on a day-to-day basis is essential.
• Strong analytical skills and the ability to produce thorough reports and recommendations are necessary.
• Proficiency in Microsoft Office applications (Excel, Word, PowerPoint) is required.

Educational Background:
The educational background required for this position includes the completion of secondary school education. While a university degree in Logistics and Supply Chain Management, Procurement, or relevant fields is preferred, it is not mandatory. Relevant qualifications in social sciences, Finance, Engineering, or similar disciplines may also be considered.

Experience:
Candidates must have a minimum of 5 years of post-secondary experience in humanitarian operations, particularly in procurement. This experience should encompass handling various types of tenders, from bid preparation to evaluation and award. Familiarity with contract management and day-to-day interactions with suppliers or third parties is also essential for this role.

Languages:
Fluency in both oral and written communication in English and Arabic is mandatory for this position. Knowledge of another locally used language is considered an advantage, enhancing the candidate's ability to communicate effectively in the local context.

Additional Notes:
This position is a Service Contract Level 5 (SC5) with a contract duration of 12 months, renewable subject to performance and availability of funding. The recruitment is open only to qualified South Sudanese candidates, with a strong encouragement for female candidates to apply. The role is full-time, and the recruitment process emphasizes the importance of diversity and inclusion, ensuring a fair opportunity for all applicants. WFP does not charge any fees during the application process, and candidates are advised to submit their applications exclusively through the online recruiting system.