Procurement Officer (Emergency Responses)

Organizational Setting

The Procurement Services (CSLP) provides advice, guidance and oversight for FAO procurement operations and the Letter of Agreement (LoA) Quality Assurance function both at headquarters and in FAO Decentralized Offices; it provides policy and operational support to ensure that the Organization procures goods, works and services based on Best Value for Money' principles.

The position is located in the Procurement Service (CSLP) at FAO headquarters in Rome, Italy, and forms part of CSLP's surge procurement capacity, established to provide flexible and hands-on support to FAO Decentralized Offices facing emergency response requirements, increased operational demands, capacity gaps or other priority needs. Rome serves as the official duty station and administrative base of the position. However, the role is designed principally to support FAO operations in the field through missions and temporary assignments of varying duration worldwide. The incumbent is expected to maintain readiness for deployment and temporary assignment in support of FAO operations worldwide, in accordance with organizational priorities and operational requirements.

Reporting Lines

The Procurement Officer (Emergency Responses) reports to the Senior Procurement Officer (CSLP).

Technical Focus

Timely, efficient and effective procurement of goods and services and Quality Assurance for Letters of Agreement  in support of FAO operations in compliance with FAO Rules and Regulations.

Key Results

The planning and delivery of procurement services in accordance with internal policies, UN procurement guidelines and International Standards.

Key Functions

• Leads and/or participates in teams and provides expertise on Organization-wide committees or working groups, and/or supervises staff.
• Supervises, oversees and/or contributes to the delivery of procurement/contractual reporting and activities/services in accordance with FAO policies and

regulatory framework.

•  Develops and updates the supporting operational, policy,' control and/or risk management frameworks, involving the implementation of the latest

approaches and methodologies, streamlined business processes, new/revised procurement policies and related tools, systems, technologies and related

procedures.

•  Analyses procurement and LoA information for inclusion in statutory reports, management reports, procurement statements, and/or reports to donors as

well as other specific reports for Governing Bodies, donors and other partners.

•  Responds to requests for assistance and provides procurement and regulatory advice and assistance to managers at headquarters and Decentralized

Offices.

•  Coordinates and ensures initiatives under the Organization's work on the Corporate Environmental Responsibility Strategy to reduce emissions, increase

efficiency and integrate sustainability into the Organization's daily operations.

•  Develops effective working relationships including coaching, mentoring and evaluating staff in the local procurement unit and resolves problems with

external providers, donors, partners, and UN procurement executives as well as provides information/clarification to auditors.

•  Participates in the development of training and related training materials and promotes best practices and capacity development at headquarters and 

Decentralized Offices.

Specific Functions

•  Provides surge procurement support to FAO Decentralized Offices facing emergency response requirements, increased operational demands,

procurement backlogs or temporary capacity gaps.

• Undertakes missions and temporary assignments in support of FAO operations, as required by organizational priorities and operational needs.
• Provides on-the-job guidance and capacity strengthening to local procurement personnel and supports effective handover arrangements following

deployment.

•  Recommends and supports the development of strategic sourcing solutions, including framework agreements and other procurement arrangements, to

enhance the timely and efficient delivery of assistance in emergency and high-priority contexts.

•  Reviews and advises on urgent requests received from Decentralized Offices to carry out emergency procurement activities under ad hoc increased 

delegation of authority and when authorized, guides and supervises their implementation.

• Negotiates with donors procurement component on the funded projects.
• Works closely with Country Offices' Programme and Operational teams in food crisis context to develop adequate procurement proposals for

completeness and conformity with established FAO rules, procedures and practice; determines appropriate strategy/approach to best serve institutional 

interests including successful and timely delivery of assistance.

• Reviews and authorizes as delegated or make recommendations regarding authorization of exceptions to established rules, procedures, and practices, as 

necessary; directs and supervises planning, solicitation, commercial evaluation, selection, negotiation, preparation, issuance of purchase orders, follows-up 

on orders and ensure timely delivery of inputs.

• Reviews divisional recommendations for procurement to ensure that recommended supplier conforms to FAO procurement requirements.
• Authorizes up to approved limit or recommend authorization of purchase orders.
• Researches and identifies potential sources of supply including interviewing potential vendors, attending trade fairs, and reviewing documentation 

provided to assess suitability of their products to FAO requirements and market trends.

•  Reviews recommendations concerning disputes or claims arising out of procurement actions.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•  Advanced university degree (Master’s degree or equivalent) in law, business/public administration, finance, economics, commerce, marketing or a related 

field and seven years of relevant experience in procurement related activities including at least three years of supervisory experience; OR

•  A first-level degree in law, business/public administration, finance, economics, commerce, marketing or a related field, nine years of work experience in 

procurement related activities including at least three years of supervisory experience; and completion of professional qualification from an internationally 

recognized body such as CIPS4, MCIPS, FCIPS or other UN-wide recognized certifications.

•  Working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another FAO official language 

(Arabic, Chinese, French, Russian or Spanish).

Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationship
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Work experience in more than one location or area of work, particularly in field positions is desirable.
• Extent and relevance of experience in the field of the Corporate Environmental Responsibility.
• Extent and relevance of experience supporting field operations in emergency and crisis contexts.
• Demonstrated adaptability and ability to be deployed and operate effectively in diverse operational environments and respond to evolving organizational 

priorities.

•  Demonstrated knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations 

used in contracting for a diverse range of goods and services.

• Extent and relevance of experience in public sector procurement dealing with complex contractual issues, revise and draft contract, formulate options and 

propose recommendations.

• Extent and relevance of experience in identifying clients' procurement-related needs and in providing support and guidance from clients' point of view.
• Extent and relevance of experience in logistics operations is desirable.
• Depending on the duty station, working knowledge (proficiency - level C) of a second FAO official language (in particular French or Spanish) is considered

a strong asset.

•  Knowledge of procurement-related IT tools and systems (i.e. enterprise resource planning, inventory management, procurement, database management 

applications, etc.).