National Procurement Specialist

The National Procurement Specialist provides and coordinates day-to-day procurement operations for FAO Jordan, ensuring compliance with FAO rules, policies, and procedures. The role involves managing procurement requests, conducting procurement processes, maintaining supplier records, and supporting contract management to facilitate efficient and accountable procurement activities.

Responsibilities

• Coordinate and support the implementation of procurement activities for FAO Jordan in accordance with FAO rules, policies, and procedures, including MS 502 and related applicable guidance
• Manage and monitor procurement requests received from projects and other internal requesters, including consolidation of procurement plans and follow-up on procurement milestones and progress
• Review purchase requisitions and related supporting documentation to ensure completeness, accuracy, and compliance with FAO requirements before initiating procurement actions
• Carry out local and international procurement processes for goods and services, including preparation of solicitation documents, issuance of tenders, receipt and opening of offers, evaluation of bids/proposals, and preparation of purchase orders and contracts, in full compliance with FAO rules and procedures
• Support the preparation, drafting, processing, and follow-up of contracts, purchase orders, amendments, renewals, and other procurement-related documents under the applicable operational modalities
• Ensure procurement actions are processed in a timely manner and provide regular updates to requesters and management on the status of ongoing actions and any related issues requiring attention
• Maintain and update supplier and vendor records, including identification of potential suppliers, review of supplier information, conduct of market research, and support to supplier sourcing and outreach processes, including calls for expression of interest where relevant
• Conduct market surveys and supplier research using available sources, including online resources, UNGM, and other relevant platforms, and maintain up-to-date supplier information by category and item
• Evaluate quotations and bids in line with prescribed procedures and prepare the required procurement documentation and analysis for review, approval, and committee submission as applicable
• Communicate procurement outcomes to successful and unsuccessful bidders after completion of the tendering process, in accordance with FAO procedures
• Act as secretary to the Local Procurement Committee (LPC) for procurement actions under the relevant modalities, including preparation and organization of documentation and records for committee review
• Raise and process purchase orders for goods and services in GRMS and other relevant corporate systems, ensuring correct data entry and compliance with approved procurement actions
• Review and maintain procurement records, registers, and filing systems for requisitions, tenders, contracts, purchase orders, and related correspondence to ensure completeness, traceability, and ease of retrieval
• Receive, track, and dispatch incoming and outgoing procurement correspondence and maintain proper records of official procurement communications
• Follow up on approved purchase requisitions, contractual actions, soft commitments, delivery status, and other procurement-related transactions to ensure smooth end-to-end processing
• Review supplier invoices related to procurement transactions, ensure proper registration and completeness of supporting documentation, and coordinate their onward submission for payment processing in line with applicable procedures
• In coordination with technical colleagues, follow up on contract execution issues, including delays, non-performance, quality concerns, and application of contractual remedies, as applicable and in line with FAO rules and contract provisions
• Liaise with Logistics Unit for timely preparation and obtaining letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations
• Obtain and maintain supplier performance documentation and relevant contract management records upon completion of procurement transactions
• Prepare monitoring reports, procurement statistics, status updates, and other analytical or management information related to procurement activities, as required
• Participate in meetings with suppliers, internal requesters, and other stakeholders to facilitate procurement planning, clarification, implementation, and resolution of operational issues
• 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 final quality assurances is conducted by the Administration officer
• Perform any other related duties as required

Requirements

• Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, Logistics, Economics, Law, Public Administration or another related field
• Five years of experience in procurement support work
• Working knowledge of English
• National of Jordan
• Thorough knowledge of the procurement regulations and procedures of any public or international entity or organization
• Good knowledge of the International Commercial Terms (INCOTERMS) and their application
• Thorough knowledge of the ERP Procurement Module and ability to guide, direct and advise colleagues on its use and applications
• Very good knowledge of the MS Office package, Internet and office technology equipment
• Thorough knowledge of UN system procurement regulations, policies and procedures
• Certification on procurement delivered from an internationally recognized institution is an asset
• Previous experience with the United Nations, NGOs, INGOs, or other international development organizations would be an asset
• Extensive knowledge and experience in iMIS reporting and monitoring tools
• Thorough knowledge of FAO's administrative policies and procedures

Skills

• Procurement Support
• Supply Chain Management
• Procurement Regulations
• International Commercial Terms
• ERP Procurement Module
• Microsoft Office Suite
• UN Procurement Policies
• Contract Management
• Supplier Records Management
• iMIS Reporting
• FAO Administrative Policies
• Procurement Management
• Specialized Procurement Certification

Languages

English