National Procurement Assistant

Organizational Setting

FAO Representation in Sierra Leone implements an integrated food security programme, focusing on diversification of livelihoods, managing natural resources and building resilience. The office employs diverse team of experts locally, but also attracts the available technical experts from the region and the Head Quarters (HQ). FAO works in close partnership with the Government of Sierra Leone, farmers and other stakeholders, supporting plans and policies that affect the food and nutrition security in the country; our work is part of the corporate commitment to support countries to achieve the Sustainable Development Goals (SDGs) by 2030, especially SDG 2 on Zero Hunger.

Reporting Lines

Under the overall supervision of the FAO Representative in Sierra Leone and direct supervision of the assistant FAOR in charge of Administration, the incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization.

Technical Focus

Provide a wide variety of routine administrative and procurement services. The incumbent's work impacts on the quality, timeliness and efficiency of FAO's procurement operations.

Tasks and responsibilities

• Coordinate with the Procurement Committee on all procurement actions related to the assigned area of responsibilities. • As a muti-task position, the Procurement Assistant must be prepared to support other projects in similar discipline as may be required. • Perform procurement related tasks such as retrieving purchase requisitions, entering potential suppliers/contractors into relevant systems, preparing all documents related to the procurement action tender documents including issuing Purchase Orders, Service Orders, simple contracts, letter of agreement, amendments and renewals, handling all related procurement incoming and outgoing correspondence and documentation; informing supervisor of the status and any issues, problems and discrepancies. • Follow-up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services, receipt of performance bonds or other necessary documentation. • Plan, organize and coordinate delivery schedules involving contact with national and international suppliers, domestic/international transportation companies, and customs for international and national merchandise to FAO. • Review invoices of incoming goods and custom's clearance fees for accuracy; bring to the supervisor's attention any discrepancies which may arise, prior to processing the payment. • Identify potential sources of supply for goods and services required. • Maintain database records regarding procurement actions undertaken, assigned tenders, purchase orders and contracts. • Prepare and review periodic monitoring reports, taking action as instructed.; • Provide advice to clients across the Organization on procurement procedures, regulations and the use of the ERP Procurement Modules. • Always adhere to FAO’s rules and standards of behavior for staff. • Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Must have a bachelor’s degree in procurement or any other related disciplines. Master’s degree in procurement is an added advantage. • Working knowledge of English with good communications and writing skills. • Should have 5 years working experience in procurement related disciplines. • National of Sierra Leone.

FAO Core Competencies

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

Technical/ Functional Skills:

• Very good knowledge of the corporate computerized financial/travel/Administrative systems. • Good knowledge of regulations and procedures. • Good knowledge of FAO's administrative policies and procedures. • Knowledge of the Corporate Environmental Responsibility. • Previous working experience with UN or international organizations will be an added advantage.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.