Procurement Assistant

• Country: Bogota, Colombia
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: WFP
• Gender: Both
• Deadline:  2024-01-24

ORGANIZATIONAL CONTEXT:

Active in Colombia since 1969, the WFP is focusing its work on humanitarian assistance, development and peacebuilding. Following this model, the WFP is having a positive, transformative and lasting impact on the lives of hundreds of thousands of people, helping them achieve food security in a sustainable way. Working alongside government, NGOs, community partners and the private sector, WFP Colombia is recognized for reaching remote rural populations and supporting the country’s efforts to achieve Zero Hunger and Sustainable Development through Partnerships. Global (Goals 2 and 17 of the SDGs – Sustainable Development Goals).

In the past as today, the work of the WFP has focused on the most vulnerable areas, mainly in rural areas, intermediate municipalities, towns and districts of 12 departments (La Guajira, Córdoba, Cesar, Norte de Santander, Arauca, Nariño, Chocó , Valle del Cauca, Cauca, Antioquia, Caquetá, Putumayo), to assist people affected by violence (indigenous and Afro-Colombian, women heads of household, and/or with high levels of dependency).

This position is located in the Bogotá Office and reports to the Senior Procurement Associate of the WFP Central Office in Colombia.

At this level, these position holders are responsible for completing a series of procurement processes and activities that require a certain level of interpretation of standard guidelines and practices. In addition, they can recommend direct courses of action to staff, and assign tasks and provide technical support to other staff.

The purpose of the position is to execute and apply appropriate guidelines, processes and procedures to sustain the efficient and effective provision of purchasing services for the Productive Units Program for self-consumption, which lasts one year in alliance with the National Government.

MAIN RESPONSIBILITIES:

1. Perform administrative purchasing activities in a timely and efficient manner, to assist the Supply Chain Unit in the acquisition of goods and services to execute efficient operations in the Country Office.
2. Coordinate the delivery of project inputs, taking into account the meeting points of the participating households, in the established time, in the agreed quantities and with the established quality.
3. Deliver input delivery schedules weekly or when required by SOCIAL PROSPERITY (Supervisor).
4. Monitor and control the procedures and documents established at the corporate level, for the contracting of purchasing processes.
5. Immediately inform the supervisor of those events in which the scheduled activities cannot be carried out, informing of the causes that prevented them from being carried out.
6. Keep a chronological and updated record of the territories where the delivery of massive supplies and activities takes place.
7. Develop solutions and strategies to prevent risks associated with incorrect procurement procedures, and ensure the correct applicability of corporate procurement methods and guidelines.
8. Collect data, prepare and distribute documents, to support successful programs and operational activities in the procurement of goods and services (e.g., calling for tenders, evaluating offers and negotiating/awarding contracts), ensuring that standards are applied. standard purchasing processes.
9. Review, record and prioritize purchase requests, ensuring that all supporting documentation is received and funds are available, to make the acquisition of goods and services possible.
10. Coordinate and supervise the issuance of purchase requests, verifying the receipt of goods and services, implementing monitoring measures to guarantee deliveries of the required supplies and services.
11. Search, collect and present information in standard formats, to make informed decisions and ensure the consistency of the information presented to interested parties.
12. Update, manage and maintain relevant databases and records to ensure that information is accurate, organized, accessible and meets reporting obligations.
13. Support the activities of obtaining new suppliers for the supply of goods and provision of services.
14. Maintain liaison with internal counterparts to support the alignment of procurement activities with broader programs and ensure a consistent approach to addressing purchasing requirements.
15. Provide technical support to other staff to help them carry out standard tasks in accordance with agreed standards and deadlines.
16. Apply standard emergency preparedness practices to help WFP respond quickly and deliver necessary resources to affected areas at the start of a crisis.
17. Prepare purchase orders, committee minutes, files and in general all administrative activities that are aimed at the best performance of the Supply Chain Unit.
18. Support any other activity required in processes of acquisition of goods and services, as well as food, in order to achieve the timely management of the Supply Chain Unit.

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOR

MINIMUM REQUIREMENTS:

Training and Experience Required:

• Professional degree in Industrial Engineering, Business Administration or similar.
• Minimum five (5) years of progressive experience in processes of acquisition of goods and services. Experience in agricultural purchasing processes and sustainable development projects will be valued. As well as food shopping.
• Experience performing analysis and reporting.
• Experience of continuous work in the search and management of suppliers, including their periodic evaluation.

Another experience

• Advanced command of Word, Excel, PowerPoint are mandatory.

Languages: Fluency in Spanish required, fluency in English (basic) is desirable.

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