WFP: Procurement Assistant (Vendor Management) Job 2019
ABOUT WFP
United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.
Brief description of WFP in Uganda
WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Karamoja with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.
As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.
ARE YOU UP TO THE CHALLENGE?
We are seeking a qualified individual for the position of Procurement Assistant (Vendor Management), SC5 to be based in Kampala. Selected candidate will be employed on Service Contract.
ORGANIZATIONAL CONTEXT
Vendor Management is vital to the intergrity of our procurement processes. Currently both food and non-food vendor databases need continous update. In addition, registered but non-responsive vendors need to be re-vetted or re-categorised based on their performance. This will be the major role of the Procrement Assistant
JOB PURPOSE
The Procurement Assistant will mainly handle vendor management but may be indirectly involved in other procurement processes.
KEY ACCOUNTABILITIES (not all-inclusive)
- Maintaining the roster of potential Suppliers ensuring that all supplier recirds are updated on an annual basis:
- Registration of new suppliers for food and non-food items:
- Make follow-ups with the vendors who have not resppponded where necessary. Maintain responsce matrices for major categories of vendors – this will inform the annual review and approval of the database;
- Receive vendor registration documents and carry out the initial screening aginst the preset criteria. Follow up on on missing documentation; carry out random inspection visits to confirm information availed;
- Ensure a coherent filing system for vendor documents is in place (for both food and non-food);
- Maintain a usable and accessible database for all categories of vendors;
- Give feedback to vendors who come in/call in to to inquire on the progress of the registration process;
- Carry out visits to vendors (where necessary);
- Prepare communication to vendors regarding which categories they have been successfully registered to (Note: There are many vendors who apply for various categories and may not be registered for all that they applied for);
- Follow up to ensure that vendors are registered in INTEND;
- Facilitate the registration of vendors in WINGS when necessary;
- Compile reports on registered vendors for presentation to the Vendor Management Committee and follow up on the minutes thereafter;
- Any other relevant duties as may be ncessary.
STANDARD MINIMUM QUALIFICATIONS
- A University degree in in any of the following disciplines: Records Management, Archiving, Data Management, Business Studies, Economics or any other related field OR a Diploma with additional years of practical experience;
- At least two years work experience in procurement, logistics or supply chain;
- Good interpersonal skills and high level of organisation;
- Experience in Vendor management
- Qualifications in MS Computer Applications such as Word, Excel, Access etc
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Tendering and Contracting | Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information. |
| Vendor Management | Leverages basic understanding of business needs to define vendor requirements and selection criteria. |
| Commodity and Product/Service Intelligence | Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices. |
| Systems & Reporting | Utilizes basic understanding of data sources, procurement systems, Corporate Operating System and processes to execute daily tasks. |
| Ethics and Compliance | Maintains accurate records of activities in line with compliance standards to increase ease of response to basic audit queries. |
OTHER SPECIFIC JOB REQUIREMENTS
This section is optional to describe additional responsibilities & knowledge required for the specific job
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
• Has worked on procurement activities.
• Experience conducting analyses and developing reports.
• Experience working with suppliers or other third party on day to day basis.
DEADLINE FOR APPLICATIONS: 22nd August 2019