Procurement Associate

Rs. 0

Jobs & Vacancy, Administrative / Management

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(Not all inclusive)
1.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 as per client units’ requisition.
2.Review, record and prioritise purchasing requests, and provide support to requisitioners, to support the procurement of appropriate goods and services, at lowest cost to WFP.
3.Maintain relationships with internal counterparts in requisitioning units and prepare an Annual Procurement Plan to support the alignment of procurement activities with wider programmes and ensure a coherent approach to meeting the requesting units' needs.
4.Identify and recommend potential suppliers and compile data/documents to support the selection of suppliers, ensuring standard processes are followed.
5.Contribute to negotiations with new suppliers on terms and conditions of orders, alongside a senior officer, in order to obtain the best terms and lowest costs for WFP.
6.Assist in updating the vendor list annually for suppliers of food, goods and services and maintain the vendor data base in WFP’s database system (WINGS). Conduct field visits to provide orientation to new suppliers when required.
7.Prepare Purchase Orders, tender terms and conditions, contracts, Long Term Agreements and any supporting documentation for approval by the appropriate stakeholder, and approve purchases within delegated authority, to enable the swift purchase of food commodities, goods and services.
8.Follow-up with suppliers and resolve issues related to delivered goods and services, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems.
9.Research, collect and analyse data in to produce reports to enable informed decision making by Procurement Officers, and consistency of information presented to stakeholders. 10.Manage updates in WFP’s database system WINGS and INTEND and further develop records as needed, to ensure information is accurate, organised, and available for others to access, and in support of corporate reporting requirements.
11. Assist in preparing the shipping documents and obtaining the import permit from the Government of Nepal for WFP shipments of commodities, imported via Kolkata Port in India.
12. Draft various routine correspondence, letters, memos and reports related to the procurement process and maintain systematic files of all related procurement documents for audit purposes.
13. Ensure donor funds are utilized within the Terminal Date of Obligation and Disbursement, financial closures and 14.Monthly Minimum Closure (MMC) by keeping proper tracking of open Purchase Requisitions (PRs) and Purchase Orders (POs). Send a weekly report to the requesting Units.
Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines.
15.Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food, services and needed resources to affected areas at the onset of the crisis.
16.Perform other related duties as required.