World Food Programme (WFP)

Procurement Associate

World Food Programme (WFP)

Job Description

  WFP Vacancy Announcement WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

CONDITIONS OF EMPLOYMENT

Contract Type General Service GS6 Position Title Procurement Associate Number of Post One Duty Station Yangon Report to Procurement Officer Duration of Service 12 months, extendable Opening Date for Application 12 April 2021 Closing Date for Application 26 April 2021

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an Emergency, WFP uses food to help communities rebuild their shattered lives. On average, WFP reaches more than 80 million people with food assistance in 75 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to nutritious food and contribute to the lasting solutions, especially in many of the world’s most remote and fragile areas.

The United Nations World Food Programme (WFP) has been presented in Myanmar since 1994 and is now focusing on helping the Government reach its national Zero Hunger Challenge by 2025. WFP’s work in the country is guided by three priorities: Emergency Preparedness and response; nutrition; and provision of social safety nets.

The Myanmar CSP 2018-2022 approved by the WFP Executive Board in November 2017 and it aims to contribute to three Strategic Outcomes that are aligned to four Strategic Results of SDG 2 (Zero Hunger) and SDG 17 (Partnerships for Development). A total of eight Activities are planned to be implemented to achieve the contributions to the three Strategic Outcomes. Under the Integrated Road Map (IRM) WFP has committed to a new way of working, linking not only all activities to the defined Strategic Outcomes, but also linking the resources used for implementing the activities to the results achieved.

The three strategic outcomes are: SO 1: “Crisis-affected people in food insecure areas meet their Food and Nutrition needs all year round.” Lifesaving food and/or cash will be provided to women, men, girls and boys affected by natural disasters, armed conflict, and inter-communal violence.

SO 2: “Vulnerable people in states and regions with high food insecurity and/or malnutrition have access to food all year round.” WFP will provide food/cash assistance to vulnerable populations, while providing technical assistance to support the government in strengthening its social protection programmes, Food Systems and emergency preparedness capacity.

SO 3: “Children under 5 in Myanmar have improved nutrition in line with national targets by 2022.” WFP will contribute to increasing the availability and access to safe and nutritious food for vulnerable and affected populations in crisis and non-crisis situations to enhance their nutrition and resilience. WFP will also support the government in implementing national nutrition actions, including SBCC, preventive nutrition specific and sensitive interventions, and scale-up of management of acute malnutrition.

ORGANIZATIONAL CONTEXT

Myanmar is amidst an important political and socio-economic transformation. The country is prone to natural disasters and climate risks. An estimated 37.5 percent of its 53 million population live near or below the poverty line. Ethnic conflict exacerbates an already fragile situation. Over one million people have been displaced from their places of origin since June 2011. With restrictions on movement and lack of access to livelihoods, many conflict-affected populations rely on external assistance to survive. Attacks on border outposts in August 2017 and ensuing violence forced nearly 700,000 Muslims to flee Rakhine State to and seek refuge in Bangladesh, leading to a humanitarian crisis and activation of WFP’s corporate Level 3 response, since downgraded to Level 2. WFP implements operations in most of the country, procuring most of the food it distributes locally (rice, pulses, iodized). Myanmar has a poor logistical infrastructure and transport to remote locations where WFP implements its operations requires transport by boat, truck, and sometimes pirogues and porters. WFP operates a network of 9 warehouses throughout the country. WFP also works closely with the Government to strengthen its logistics capacity.

JOB PURPOSE

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

KEY ACCOUNTABILITIES (not all-inclusive)

Under the direct supervision of Procurement Officer, Head of Supply Chain Management and the overall supervision of Director" id="link" class="link">Country Director in Yangon, the Procurement Associate will be responsible for the following duties:
  • 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.
  • Identify and recommend potential suppliers and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
  • 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.
  • 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.
  • 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 and act as secretary, take minutes of the meetings, get them approved and filed.
  • Manage updates and further develop procurement databases and records, to ensure information is accurate, organised, and available for others to access, and supports reporting requirements and archiving for auditory purpose.
  • Prepare Requests for Quotations (RFQs), Invitations to Bid (ITBs), Requests for Proposals (RFPs) in line with corporate guidelines on NFI procurement Manage the procurement filing and archiving system, ensure all audit files are updated, labelled and filed;
  • Assist in the preparation and management of the annual consolidated procurement plan; Carry out annual suppliers performance review and supplier database update;
  • Review all purchase requisitions (PRs) to ensure all required approvals, certification, specifications/scope of work, terms of reference, charge codes, waiver (if direct procurement is required) are obtained as required. Provide immediate feedback to requesting units on completeness of the PR submitted; request promptly any missing or additional documentation/information to facilitate timely purchase; Follow-up with requesting units to ensure timely creation of PRs;
  • Prepare WINGS purchase orders and contracts for review by Procurement Officer; ensure timely approval and communicate them to applicable suppliers; ensure purchase order acknowledgements are received from applicable suppliers.
  • Ensure that goods/services received are compliant with appropriate quality requirements, warranty agreed upon, specifications as indicated in the purchase order before processing payment; follow up with finance to ensure that invoices are settled on time; Resolve issues related to delivered goods if required.
  • Provide the practical advice and guidance, to ensure MPO focal are complying to agreed standards and deadlines.
  • Follow standard emergency preparedness practices to support WFP to quickly respond and deploy commodity and needed resources to affected areas at the onset of the crisis.
  • Perform any other related duties as required

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area.

Language: English/Myanmar, good writing and speaking Year of experience: Min. 2 years of relevant working experience, preferable in humanitarian operation.

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

Tendering and Contracting Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information.

Vendor Management Leverages basic understanding of business needs to define vendor requirements and selection criteria.

Commodity and Product/Service Intelligence Appropriately handles products/services based on an understanding of sources, technologies, properties, 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 and Compliance Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries.

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).

• Have relevant skills and knowledge to manage the operation functions (understanding local content and managing risks).

TERMS AND CONDITIONS

This post is opened for Myanmar Nationals Only.

Applications received after the closing date will not be considered. Only short-listed candidates will be notified.

Female applicants and qualified applicants from developing countries are especially encouraged to apply WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status. No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.
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