National Procurement Analyst

FAO's office for Lebanon is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Lebanon. It develops and maintains relations with the relevant Ministries at the country level. This position is based in FAO Representation in Beirut, Lebanon. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments in developing policies, programmes and projects to achieve food security and reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

Under the general supervision of the Assistant FAOR (AFAOR) Administrative in Lebanon and the direct supervision of the National Procurement Specialist, the National Procurement Analyst will be responsible for the day-to-day procurement operations and assistance in ensuring the implementation of appropriate procurement strategy in conformity with the relevant rules, procedures and practices of the Organization.
Technical Focus

The Procurement Analyst maintains processes for tenders, Letter of Agreement, and other procurement functions, ensuring compliance with FAO norms and procedures.

Tasks and responsibilities

•    Conduct procurement processes in response to needs for goods, services and works in line with MS 502 FAO procurement rules and regulations; review incoming procurement requests; prepare tender documents, publication and management of solicitation documents; provide clarification of bidder's enquiries, receipt and evaluation of offers and submission of cases for FAO procurement committee review; 
•    Apply the right purchasing strategy to achieve the best value for money through requirements analysis and proposal synthesis to reduce transaction costs and procurement risks;
•    Assist in the preparation of project procurement plans, procurement risks mitigation planning and updating the procurement tracking system; 
•    Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate the collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated; 
•    Maintain supplier's database and update qualified suppliers' list/information for each item and conduct periodic market assessment through processing Expressions of Interest to map the suppliers' locations, qualifications, capacity, business profile and eligibility to work with FAO;
•    Communicate procurement awards decisions to successful and unsuccessful bidders after the conclusion of a tender process through the generic account of Procurement Lebanon;
•    Perform the contract administration and management tasks through daily monitoring of contract performance under the close supervision of the Head of Purchasing and close coordination with logistics and project personnel;
•    Handle all incoming and outgoing correspondence and documentation, including drafting correspondence with suppliers, internal offices, and other parties.
•    Maintain a proper and appropriate Procurement filling system of procurement registers for contracts, tenders, orders and requisitions system that ensures faster, systematic filing, faster retrieval of information, greater protection of information, and increased administrative stability and continuity.
•    Raise Purchase orders for goods and services for MS 502 and MS 507 LoAs in the GRMS.
•    Conduct preliminary quality assurance for LoAs by making sure that in the LoA file, all the documentation is in order and properly completed and filed before the procurement specialist conducts final quality assurances;
•    Ensure that all awards recommendations, both Purchase Orders (POs) and contracts, are checked, verified, and scrutinized against applicable UN donor(s) sanction lists. Any contractual awards shall be free from debarments or sanction lists against entities and individuals.
•    On Need basis: Act as the secretary of LPC for both MS 502 and 507. Prepare all the documentation for presentation to this local procurement committee.
•    Obtain completed suppliers' performance appraisal report from project and logistics staff after completion of a procurement transaction for filing;
•    Liaise with the Logistics Unit for the timely preparation and obtaining letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure the safe arrival of the consignments to the final destinations.
•    Support coordination and distribution of the work to procurement support staff in the Service; ensure that procurement actions are completed promptly per the relevant rules and procedures; provide timely information on the status of procurement activities and all related issues.
•    Participate in the Organization of training for operations/projects staff on Procurement, synthesis of lessons learned and provision of relevant examples from the procurement practice. 
•    Support knowledge building and knowledge sharing across the Service through training staff and briefing colleagues on using the Oracle Procurement Module and other IT applications utilized in the Procurement Service.
•    Review current processes and make recommendations to improve purchasing systems and procedures.
•    Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•    University degree or equivalent, preferably in procurement/logistics/supply chain/economy/business administration.
•    Minimum 7 years experience in Procurement, logistics or supply chain management.
•    At least 5 years of experience in Procurement with international organizations is required.
•    Working knowledge of  English and Arabic is required, and.
•    National of Lebanon.

FAO Core Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement
Technical/Functional Skills

•    Ability to communicate clearly and to share knowledge and information; 
•    Ability to work effectively under pressure;
•    Capacity to build effective relationships and partnerships with team members and service providers;
•    Ability to take the initiative and accomplish tasks in due time;
•    Ability to be flexible in changing circumstances and to adapt the work approach in response to changes. 

Selection Criteria

•    Working knowledge of other UN languages is an asset 
•    Demonstrate ability to work under difficult conditions and a high degree of pressure.
•    Proven experience in Procurement.
•    Understanding of complex emergencies; experience working in insecure and crisis environments.
•    Proven strong communication, interpersonal and negotiation skills; Analytical skills and experience
•    Ability to use Oracle software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results appropriately.
•    Demonstrated experience in cooperating with multi-disciplinary teams
•    Excellent communication
•    Proven ability to meet deadlines with excellent skills to work under pressure.
•    Systematic, organized, well-structured and efficient approach to work assignments.
•    Analytical ability, accuracy and consistency. Exercise diligence and care in dealing with records and expenditures 
•    The incumbent must possess a cooperative spirit, flexibility and openness to work internationally. 
•    Tact and courtesy. Ability to establish and maintain effective working relationships with people of different national and cultural backgrounds

ADDITIONAL INFORMATION