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Procurement Associate (5332 views)

September 14, 2020


Organization: World Food Programme

Position: Procurement Associate

Type of Contract: Fixed Term (FT), GS-6

Duty Station: Kathmandu, Nepal

Duration: 1 year (Renewable)


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.


These jobs are found in Headquarters (HQ), Regional Bureaux (RBs) and Country Offices (COs), and report to a Head of Unit, Chief, or Procurement Officer.
Job holders at this level demonstrate responsibility and initiative to respond independently to queries and problems with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided. Job holders supervise, provide technical advice, coach and coordinate a team of support staff.


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


This position is part of the Supply Chain unit and reports to the Senior Logistics Officer, who is team leader of the Supply Chain unit. The incumbent will be under overall supervision of the Head of Supply and EPR. Job holders at this level demonstrate responsibility and initiative to respond independently to queries and problems with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on daily basis. The main purpose of assignment is to provide coordination, administrative services and research to support the efficient and effective procurement services for the WFP Nepal country office.


Functional Area: Supply Chain

Position Title: Procurement Associate

Type of Contract: Fixed Term (FT), GS-6

Duty Station: Kathmandu, Nepal

Duration: 1 year (Renewable)

KEY ACCOUNTABILITIES (not all-inclusive)

Under the overall guidance of the National Logistics Officer, the incumbent shall carry out the following tasks:
• Provide operational coordination and administrative services, to support procurement projects and activities, following standard processes and contributing to the effective procurement of food, non-food items, transport services and other services as per client units’ requisition.
• Establish the list of potential transporters, food vendors, goods and services vendors and superintendent service providers.
• Ensure the periodic review of the lists of all vendors and recommend for short-listing based on their performance evaluation. Provide orientation to vendors as well as support/conduct pre-bid meetings, wherever applicable and respond to the queries of bidders.
• Liaise with requesting units to optimize supply chain of goods and services; develop procurement plans and process ensuring compliance with procurement policies and WFP standards
• Determine appropriate procurement solicitation method such as Request for Quotation (RFQ), Invitation to Bid (ITB) and Request for Proposal (RFP) for purchase of food commodities, non-food items and transport, superintendent and other services according to WFP rules, procedures and regulations.
• Issue a tender, terms and conditions and conclude Agency Agreement for Overland Transportation. Monitor all the shipments via Kolkata corridor (both food commodities and non-food items).


• Prepare Purchase Orders, tender terms and conditions, contracts, Long Term Agreements and any supporting documentation for approval by the appropriate stakeholder, and approvepurchases within delegated authority, to enable the swift purchase of food commodities, transport, goods and other services.
• Ensure payment to transporters, food suppliers, Q and Q vendors, food laboratory and other food and non-food related service providers as per the contractual terms.
• Provide orientations to the cooperating partners, transporters, food suppliers and other goods and service providers on WFP procurement system, policies and rules and regulation, as and when required.
• Provide feedback to the National Logistics Officer and the Head of the Supply Chain in preparing the LOUs, MOUs, Operational Agreement with the Line Ministries, CPs and IPs as required.
• Monitor the Supply Chain filing system and ensure the Supply Chain files are properly maintained and all related correspondence are properly filed.
• Ensure timely procurement of food commodities. Effect reallocation and diversion as per programme/pipeline requirement. Liaise, monitor and follow up with suppliers, for timely delivery of food to the WFP projects in close coordination with field logistics staff.
• Monitor on quality of food, sampling, inspections and keep tracking of samples collected and sent to laboratories for analysis. Ensure Food Quality and Safety Management approach for Q & Q services along the supply chain for food procured.


• Ensure completion of Customs waiver/VAT requirements for related procurement. Ensure preparation of required documents for VAT reimbursement for local purchase and Tax duties exemption for imports of food commodities and non-food items.
• 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
• Ensure WFP audit polices are adhered, so documentation is maintained, completed orderly files and documents & other administrative function to comply with audit policies
• Coordinate with HQ, RB for international & regional food and non-food item and service purchase and monitor food /non-food items delivery to WFP nominated warehouses/EDPs and rendered services.
• Supervise the work of support staff, providing practical advice and guidance, to ensure individual and team objectives are delivered to agreed standards and deadlines.
• Follow standard emergency preparedness practices to support WFP to quickly respond and deploy food and needed resources to affected areas at the onset of the crisis
• Perform other related duties as required.



• 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.


• 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.


• 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.


• 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.



Education: Completion of secondary school education. A post-secondary certificate in the related functional area.
Language: Fluent (level C) in Nepali language. Fluency in both written and spoken English language.



• Minimum five years of experience in public procurement of Food, Transport, Goods and Other Services.
• Knowledge of custom clearance process is desirable.
• Additional experience in finance/budget management, audit, logistics is desirable.


Knowledge and Skills:

• Demonstrated experience with local procurement of food commodities, engineering, transport, finance and other services
• Demonstrated knowledge of procurement processes and linkages with other operations (e.g. food/nutrition programme, engineering, logistics)
• Experience conducting supplier market research and coordinating with retailers, wholesalers and traders.
• Experience with UN or public procurement processes is desired.
• Proficient in MS Office (Word, Excel, PowerPoint).

Last date to apply: 24 September 2020


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