Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, program, and projects to achieve food security and to reduce hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. The position is located in the FAO Representation in Rwanda.

Reporting Lines

Under the overall guidance of the FAO representative in Rwanda, direct supervision of the Assistant FAOR Administration and in collaboration with other working units in the Country Office, the incumbent will provide support and coordinate day-to-day procurement operations ensuring consistency, timeliness and conformity with relevant rules, procedures and practices

Technical Focus 

Support and coordination of day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices.

Tasks and Responsibilities

•    Review and analyse procurement requests for goods, works and services for completeness and conformity with established FAO rules, procedures and practice to ensure an efficient procurement process. ;
•    Oversee procurement processes and ensure procurement actions are completed in a timely manner in accordance with relevant rules and procedures;
•    Regularly conduct market survey for goods and services that are procured in Rwanda;
•    Carry out evaluation of new suppliers who shall be interested in doing business with FAO Rwanda Office;
•    Conduct an initial review of requests for future procurement action and ensure that all relevant approvals and financial commitments and clearance have been obtained;
•    Provide support with the data entry of supplier’s registration information and ensure that the data base is kept updated on a regular basis;
•    Perform operational functions relating to procurement tasks such as purchase requisitions, preparation of tenders, expression of interest, purchase orders, contracts, etc.;
•    Draft all necessary correspondence regarding procurement related issues;
•    Screen and respond to all queries from the instructed potential suppliers/bidders and contractors.
•    Draft purchase orders/contracts for review by the Procurement Officer;
•    Review pending procurement tasks and report to the procurement officer.
•    Monitor and carry follow up action on orders/contracts delivery and by the suppliers/contractors and ascertain that goods/services are supplied in accordance to the promised schedules and arrive to such schedules to close purchase orders/Contracts.
•    Ensure the filling of complete procurement records/files and ensure they are kept in an orderly manner and safely.
•    Provide secretariat support to the Tender Opening Panel and Local Procurement Committee (LPC) as appropriate;
•    Prepare submissions to the LPC and Headquarters Procurement Committee (HQPC);
•    Conduct bids analysis and recommend the award proposals to the procurement officer;
•    Solicit low value procurement quotations, Invitation to Bids (ITBs) and Request for Proposal (RFP);
•    Communicate procurement awards decisions to the winners and losers;
•    Coordinate with the logistics and finance units to ensure that all delivery notes/orders are actually endorsed by the concerned unit and necessary steps taken to ensure that supplier’s/contractors invoices are dispatched for payment;
•    Ensure annual procurement plan is submitted in the shared point and updated quarterly;
•    Prepare, review, analyse and share procurement monitoring reports;
•    Perform Quality Assurance of Letters of Agreement (LoA);
•    Perform any other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree (Bachelor’s degree) in Procurement, Supply Chain Management, Logistics, or Business Administration or related field.
•    At least five years of relevant working experience in supply chain operations and financial management of projects.
•    Working knowledge of English (Level C).
•    National of Rwanda

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•    Thorough knowledge of the procurement regulations and procedures of any public or international entity or organization.
•    Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 3) or equivalent is desirable.
•    Thorough knowledge of ERP Procurement systems.
•    Ability to work under pressure and in a challenging environment.
•    Excellent planning and organizational skills, self-motivated and efficient, with a willingness to pay attention to details.
•    Previous experience working on international donor projects is highly preferred.
•    Working knowledge of MS office and relevant IT tools and software.
•    Excellent communication, networking, written and presentation skills.
•    Good Knowledge of the United Nations system is highly preferred.

ADDITIONAL INFORMATION