Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. FAO is a specialized agency of the United Nations that leads international efforts to defeat hunger and malnutrition. The main aim of the FAO country office in Zambia, which is headed by the FAO Representative, is to assist the Government to develop policies, programmes and projects to achieve food security and to 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.

Technical Focus 

FAO emergency and resilience building interventions contribute to the implementation of the Country Programming Framework (CFP) through two of the four priority areas: (1) Sustainable management of the natural resource base and Increasing Resilience and Uptake of Climate Smart Agriculture; (2) Enhance food security and nutrition status.

FAO’s work in emergencies and resilience building focuses on reducing people’s vulnerability to hazards before, during and after disasters through risk assessment, risk reduction, preparedness, coordination, emergency response and rehabilitation.

Reporting lines

The Procurement and Logistics Assistant will work under the overall supervision of FAO Representative and the direct supervision of the Assistant FAO Representative (Administration) and in close collaboration with the relevant staff in FAO Zambia and counterpart entities, the incumbent will carry out the following tasks:

Tasks and responsibilities 

Procurement
•    Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/or renewals to contracts and service orders under the guidance of the supervisor, applying in-depth knowledge of the procurement applications and regulations etc.
•    Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated
•    Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures.
•    Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts and ensure that information maintained in the relevant systems is accurate and updated.
•    Prepare, review and analyse periodic monitoring reports making recommendations and acting as instructed
•    Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service
•    Act as the Contracts Unit focal point for GRMS, UNGM and Intend
•    Review current processes and make recommendations to improve purchasing systems and procedures
•    Present the Procurement cases to LPC for review, while serving as Secretary for the proceedings
•    Support Project Managers in the preparation of Procurement Plans
•    Vendor database management
•    Perform other duties as required for the smooth operations of the office.

Logistics

•    Analyse regional/country context and lead the design and management of end-to-end logistical system for warehousing and delivery capacity, to proactively mitigate logistical challenges and achieve operational optimization
•    Coordinate management of service providers, deliveries and warehouse operations to promote safe and efficient strategies and execution of FAO’s operations. This includes establishment of long-term agreements for e.g. customs clearance, storage and transport
•    Monitor supply dashboards and mitigate potential logistical bottlenecks and challenges to drive improvements and ensure efficient and effective logistics system
•    Lead development and maintenance of internal procedures and workflows relating to logistical processes
•    Establish schedule for periodic physical inventory of warehouse stock
•    Foster productive partnerships with key stakeholders amongst UN agencies and NGOs to share knowledge and resources, resulting in coordinated and cost-effective logistical operations
•    Formulate specific Standard Operating Procedures including policies for field logistic support
•    Provide effective and timely planning, oversight, management and coordination of logistics support operations, including integration and monitoring the implementation of logistics support plans at all field offices
•    Ensure effective and timely provision and coordination of diverse logistics support requirements
•    Control of all customs procedures for FAOR and Project’s (including personal effects and imports for International Staff) equipment.

Delivery Response
•    In consultation with the FAO Representative, provide input to the country program planning and advice on logistical requirements for the Representation and Annual Work Plans
•    Collaborate with key sections on logistics needs in support of the country program implementation
•    Provide technical advice on handling logistics, risks and cost implications for safe and efficient delivery.
•    Ensure that supervised staff are adequately trained, cross trained and identify additional training needs to achieve high working standards.
•    Coordinate and provide logistics support to ongoing air, land, sea, or rail operations in the field.
•    Provide technical oversight and ensure proper logistical management practices and procedures are in place in accordance with FAO’s standards to provide optimum support.
•    Lead market analysis and supply chain network mapping to inform the selection of appropriate operation modalities and enhance logistical performance.
•    Ensure that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained.

Resource Management

•    Prepare logistics and support plans, deployment timelines and budget requirements.
•    Develops contingency plans and implements methodologies and tools to maximize the effectiveness of logistical operations.
•    Supervise the logistics team and facilitates engagement and delivery of high-quality results through effective work planning, performance management, coaching, and capacity development
•    Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•    Bachelors’ degree in the field of Procurement, Supply Management, or related fields.
•    Minimum of 3 years’ experience in procurement and logistics or related disciplines with an international NGO, Development Agency, Government of the Republic of Zambia, or UN Organization in a multi-cultural office environment is required.
•    Working knowledge of the English.
•    National of Zambia.

FAO Core Competencies

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

Technical/Functional Skills 

•    Experience in procurement and logistics management.
•    Excellent interpersonal communication and coordination skills, and a proven ability to work constructively with a variety of stakeholders to achieve common goals.
•    Excellent writing skills.
•    Strong computer skills with extensive experience in word processing, spreadsheets, and other basic software applications.

ADDITIONAL INFORMATION