Procurement Specialist

The Procurement Specialist will assist in the preparation, implementation and monitoring of procurement activities to ensure timely, efficient and effective procurement of goods and services in compliance with FAO rules and regulations. The position is based in the Astana Office, Kazakhstan, and involves coordination with various FAO units and external stakeholders.

Responsibilities

• Assist in the preparation, implementation and monitoring of the Annual Procurement Plan in coordination with the Lead Technical Officer (LTO), Project Managers and requesting units.
• Prepare and manage procurement processes, including selecting the appropriate solicitation method, drafting tender documents, developing sourcing strategies, issuing solicitation documents through FAO corporate systems (including e-tendering), and supporting bid and proposal evaluations in accordance with FAO procurement policies and procedures.
• Conduct cost and price analyses of quotations and proposals, prepare evaluation reports and recommendations, and support the contract award process.
• Prepare and administer Purchase Orders (POs), Letters of Agreement (LoAs), service contracts, framework agreements, and related amendments and extensions.
• Support the implementation and administration of procurement contracts throughout their lifecycle.
• Liaise with FAO Headquarters, Regional and Subregional Offices, suppliers, programme personnel on procurement-related matters, and provide guidance on FAO procurement procedures.
• Monitor supplier performance, including the quality and timely delivery of goods and services, and coordinate the resolution of procurement- and delivery-related issues.
• Support supplier management activities, including supplier registration and updates through ServiceNow.
• Monitor order status and follow up on deliveries to ensure timely receipt of goods and services.
• Support procurement-related financial processes, including invoice submission, clearance and correction, in coordination with the finance function.
• Prepare documentation and presentations for the Local Procurement Committee (LPC) and support the committee's procurement review process.
• Provide administrative support for customs clearance procedures and inspection arrangements for international shipments, as required.
• Review and calculate liquidated damages for delayed delivery of goods and services, where applicable, prior to payment processing in GRMS.
• Maintain complete and accurate procurement records, databases, filing systems and contractual documentation in accordance with FAO requirements.
• Contribute to procurement process improvement initiatives and support the implementation of changes to procurement procedures and systems.
• Perform other related duties as required.

Requirements

• University degree in business administration, management planning or other related fields.
• 3 years of relevant experience in project/programme support, financial and administrative assistance to projects.
• Experience working in UN system is an asset.
• Working knowledge of English.
• Working knowledge of Russian and Kazakh languages is an asset.
• National of Kazakhstan or resident of the country with valid work permit.

Skills

• Procurement Management
• Project Support
• Programme Support
• Financial Assistance
• Administrative Assistance
• Procurement Monitoring
• Compliance with FAO Rules
• Stakeholder Coordination
• English Language
• Russian Language
• Kazakh Language

Languages

English, Russian, Kazakh