Procurement Assistant, Juba, South Sudan

## Procurement Assistant, Juba, South Sudan - Organization:WFP - World Food Programme - Office:WFP - World Food Programme in Juba DEADLINE FOR APPLICATIONS WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability. The World Food Programme is the world's largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change. At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves. To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok. - WFP is a 2020 Nobel Peace Prize Laureate. - WFP offers a highly inclusive, diverse, and multicultural working environment. - WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities. - A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe. - We offer an attractive compensation package (please refer to theTerms and Conditionssection of this vacancy announcement). JOB TITLE:PROCUREMENT ASSISTANT TYPE OF CONTRACT: Service Contract Level 5 (SC5) UNIT/DIVISION:PROCUREMENT UNIT DUTY STATION (City, Country):JUBA, SOUTH SUDAN CONTRACT DURATION:(12 MONTHS RENEWABLE, SUBJECT TO PERFORMANCE AND AVAILABILITY OF FUNDING) BACKGROUND AND PURPOSE OF THE ASSIGNMENT The World Food Programme (WFP) is the United Nations frontline humanitarian agency addressing hunger and malnutrition worldwide. WFP tackles poverty and hunger through a range of interventions: saving lives and protecting livelihoods in emergencies; investing in the prevention and mitigation of disasters; restoring and rebuilding lives and livelihoods in post-conflict or post-disaster situation; and other interventions to tackle hunger. Each year, on average, WFP feeds more than 90 million people in over 80 countries. WFP South Sudan's Procurement Unit supports programme delivery and operational continuity by procuring goods, services and works in line with WFP rules, donor requirements and the principles of value for money, transparency, fairness and accountability. The Unit works closely with programme and support functions to ensure timely, compliant and efficient procurement across a diverse portfolio, including services, works, supplies, CBT-related requirements and field office support. ACCOUNTABILITIES & RESPONSIBILITIES The Procurement Assistant will work under the supervision of a Procurement Officer and support day-to-day procurement activities for the WFP South Sudan Country Office in Juba, including support to other locations where required. 1. Provide administrative and operational support to procurement activities, helping ensure that goods and services are purchased in a timely, transparent and compliant manner for the Juba office and supported field locations. 2. Prepare, compile and share procurement documents such as requests for quotations, tender documents, evaluation files and award records, ensuring information is complete, well organised and easy to review. 3. Receive, record and follow up on assigned purchase requests, checking that required information and approvals are available and helping move requests forward on time to avoid delays to operations. 4. Support the evaluation process by arranging documents, recording decisions, maintaining clear evaluation records and helping ensure that technical and financial evaluations are transparent and properly documented. 5. Collect supplier, market and procurement information and present it in standard formats to support basic analysis and informed procurement decisions. 6. Maintain accurate procurement files, supplier records, contract trackers and other records so that information is available for reporting, follow-up, audit and contract renewal planning. 7. Support the preparation and issuance of purchase orders and contracts using approved templates, ensuring supplier details, prices, delivery requirements and key deliverables are clearly captured. 8. Follow up with relevant teams, suppliers and colleagues on delivery timelines, receipt of goods or services, contract implementation and supplier performance feedback. 9. Prepare simple periodic updates and reports on assigned tenders, purchase orders and contracts, highlighting progress, pending actions, delivery status and any issues requiring attention. 10. Coordinate with relevant teams to clarify requirements, follow up pending actions and support timely procurement services. 11. Provide guidance to colleagues or temporary support staff on routine procurement tasks, filing requirements and follow-up actions, as required. 12. Support procurement preparedness and urgent purchasing actions when required, helping the office respond quickly to operational needs in Juba and field locations. 13. Perform other procurement-related duties as required within the level of the position. QUALIFICATIONS & EXPERIENCE Required Education:Completion of secondary school education. University degree in one or more of the following disciplines is preferable but not mandatory: Logistics and Supply Chain Management, Procurement, or relevant similar qualifications in social sciences, Finance, Engineering etc. Minimum of 5 years post-secondary experience in humanitarian operations in the field of procurement, including covering the following areas; - Experience handling small, medium and complex tenders from bid preparation, evaluation and award. - Experience working with suppliers or other third party on day-to-day basis. Required Knowledge & Skills - Analytical skills, ability to produce thorough reports and basic recommendations. - Strong initiative, coordination skills and ability to work within procurement operations - Ability to negotiate with internal and external stakeholders. - Proficient in Microsoft Office applications (Excel, Word, and PowerPoint). - Fluency in both oral and written communication in English and Arabic. - Knowledge of another locally used language is an advantage. FUNCTIONAL CAPABILITIES Tendering and contracting Displays basic understanding of processes to support the contracting/tendering implementation at WFP by collecting necessary information. Leverages basic understanding of business needs to define vendor requirements and selection criteria. Commodity and Product/Service Appropriately handles products/services based on an understanding of sources, technologies, properties, and public procurement principles/practices. 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. The recruitment / VA will also serve as a roster for similar