Purchasing Assistant G5 | Port-au-Prince | Haiti At World Food Programme

WFP celebrates and embraces diversity.

Committed to the principle of equal opportunity for all its employees, WFP encourages qualified candidates to apply regardless of race, color, nationality, ethnic or social origin, genetic information, sex, gender identity and/or gender expression, sexual orientation, religion or belief, HIV status, disability.

POSITION TITLE:

Purchasing Assistant

TYPE OF CONTRACT:

Fixed-Term Contract

GRADE:

G5

PLACE OF ASSIGNMENT (City, Country):

Port-au-Prince, Haiti

UNITE / DIVISION :

Supply chain

TITLE:

Twelve (12) months (renewable)

POST NAME:

3

These positions are only open to Haitian nationals or residents of Haiti, holding a legal work permit.

ABOUT WFP:

The United Nations World Food Program is the world’s largest humanitarian agency fighting hunger. WFP’s mission is to help the world achieve Zero Hunger in our lives. Every day, WFP works around the world to ensure that no child goes to bed hungry and that the poorest and most vulnerable, especially women and children, can access the nutritious food they need. need.

CONTEXT AND JUSTIFICATION OF THE POSITION:

This position is located in the Haiti country office, based in Port-au-Prince. The incumbents report to the Purchasing Officer.

Incumbents at this level assume responsibility for the proper implementation of various purchasing procedures and activities requiring them to interpret to some extent the standard guidance and practices available to them. Everyone must be able to recommend simple courses of action to their colleagues at various levels, can assign tasks to other staff members and be required to provide them with technical support.

MAIN DUTIES AND RESPONSIBILITIES (indicative and non-exhaustive list):

The Purchasing Assistant will be under the direct supervision of the Purchasing Manager.

He/she executes and applies appropriate processes, procedures and policies that support effective and efficient procurement services for the field offices and the Port-au-Prince office.

Responsible for completing a range of procurement processes and activities requiring some interpretation of standard guidelines/practices, the role holder is able to recommend simple courses of action to staff, and can allocate tasks and provide technical support to other staff members.

He or she will assume the following general responsibilities:

1. Perform administrative purchasing activities in a timely and efficient manner to assist administrators in acquiring the goods and services they will need to conduct field operations effectively.
2. Consolidate data and prepare and distribute related documents, in order to contribute to the success of purchasing programs and operational activities (e.g. issuance of calls for tenders, evaluations of offers and negotiation/awarding of contracts) by ensuring compliance with standard procedures.
3. Review, record and prioritize purchase requisitions, ensuring all supporting documentation has been submitted and funds are available, to enable the acquisition of goods and services.
4. Coordinate and supervise the delivery of purchased products, verifying their receipt and inspection and implementing follow-up measures to ensure that products reach headquarters and field operations.
5. Conduct research and aggregate and present information in standardized formats, to enable informed decision-making and communicate information to stakeholders in a harmonized manner.
6. Update, manage and populate appropriate databases and files to ensure information is accurate, structured and accessible, and facilitates compliance with reporting requirements.
7. Liaise with colleagues to ensure procurement activities fit into wider programs and take a collaborative approach to meeting support needs.
8. Provide technical support and/or assign work to other support staff, to help them complete routine tasks to agreed standards and deadlines.
9. Apply standard emergency preparedness practices to help WFP respond quickly, deliver food and deploy necessary resources to affected areas at the onset of crises.
10. Perform any other tasks assigned.

DELIVERABLES AT THE END OF THE CONTRACT:

• Effective and timely management of purchases
• Effective management of contracts, ensuring correct implementation of contractual conditions
• Effective management of supplier relationships and performance
• Cost optimization
• Ensure timely and accurate reporting and analysis of purchasing activities
• Execute and apply appropriate processes, procedures and policies that facilitate the provision of efficient and effective purchasing services Ensure that appropriate procedures are followed for all purchases made
• Suggests improvements in the team’s working methods to the line manager.
• Monitors progress in achieving objectives and regularly communicates this information to his or her line manager.

REQUIRED QUALIFICATIONS AND EXPERIENCE:

Formation:

• High school diploma required. A post-secondary certificate in the functional areas considered: Economics, Business Administration, Commerce, Supply Chain, Logistics, Finance or other related areas is desirable.

Experience wanted:

• Four (4) years of professional experience at progressively responsible levels, including three (3) years in the field of Purchasing.
• Experience in contract management or logistics and in national and international humanitarian contexts.
• Conducted purchasing activities.
• Has experience conducting analyzes and writing reports.
• Has experience working with suppliers or other third parties on a daily basis.

Knowledge and skills:

• Management of suppliers.
• Information about merchandise and products/services.
• Procurement systems and reporting.
• Ethics and compliance.
• Be dynamic and know how to prioritize tasks.
• Be proactive.
• Able to establish and maintain harmonious working relationships with colleagues, superiors, subordinates and external partners.
• Have good adaptation in a multicultural environment and seek opportunities to work with people from different backgrounds.
• Support and ensure a regular flow of information.
• Have problem-solving skills, encourage innovation and creative solutions.
• Demonstrate flexibility and adaptability.
• Filing and organizational skills.
• Computer skills (MS Word, MS Excel, Internet, etc.).

Languages:

• Mastery of French and Haitian Creole (spoken, read, written).
• Knowledge of English (an asset).

FUNCTIONAL SKILLS :

Skill

Description of expected conduct at required skill level

Calls for tenders and contract management

Demonstrates, by collecting necessary information, that he or she has a basic understanding of the procedures used to facilitate the implementation of contracts/tenders at WFP.

Management of suppliers

Uses basic knowledge of operational needs to define conditions to be met by suppliers and set selection criteria.

Information collected on foodstuffs and products and services

Appropriately manages products and services based on knowledge of sourcing, technologies, merchandise characteristics, and purchasing principles and practices.

Systems and Reports

Uses basic knowledge of data sources, purchasing systems, internal operating system and processes to complete daily tasks.

Ethics and compliance

Accurately tracks activities in accordance with applicable standards to facilitate answering simple audit questions.

OUR VALUES AT WFP:

• Integrity
• Collaboration
• Engagement
• Humanity
• Inclusion

DEADLINE FOR SUBMISSION OF APPLICATIONS

28 Mars 2024

People with physical disabilities and qualified women are strongly encouraged to apply.

All employment decisions are made based on organizational needs, position requirements, merit and individual qualifications. WFP is committed to providing an inclusive work environment free from sexual exploitation and abuse, any form of discrimination, any type of harassment, sexual harassment and abuse of power. Therefore, all selected candidates will undergo rigorous reference and background checks.

WFP has a zero-tolerance approach to behaviors such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be required to adhere to WFP’s standards of conduct and will therefore be subject to rigorous background checks internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Any misrepresentation of information provided during the recruitment process may result in disqualification or dismissal.

WFP will not request payment at any stage of the recruitment process, including the offer stage. Any request for payment must be refused and reported to local law enforcement for appropriate action.