National Project Personnel – Procurement Assistant

Organizational Setting

The Procurement Assistant performs a wide range of routine administrative and control functions in support of FAO's procurement services. He/ she contributes to timely and efficient procurement operations.

Reporting Lines

The Procurement Assistant reports to International Administrative Officer. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

Technical Focus

The technical areas/profiles covered will be as follows:

The incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization, providing a wide variety of routine administrative and procurement services.

Tasks and responsibilities

Primary function • Draft Requests for Proposals (RFPs) for Letters of Agreement (LoA) and any correspondence and notes for the file related thereto as appropriately assigned by the International Administrative Officer; • Review justifications provided to support indicated conditions permitting Direct Selection of Service Providers under MS507. • In consultation with Responsible Officers, ensure the report of satisfactory performance evaluation of service provider is kept on file; • Maintain the filing system and proper record-keeping concerning the LoA functions including electronic LoA database and copies of LoAs, RRS records, justifications, and key correspondences; • Follow up with the relevant Responsible Officers on the preparation and provision of the necessary information and documents required for the proper implementation of the Quality Assurance function; • Assist the International Administrative Officer in the preparation of the consolidated annual LoA plan for FAO Zimbabwe including the regular quarterly updates of this plan as well as follow up on its implementation; • Assist the International Administrative Officer to undertake timely preliminary Quality Assurance review of Letters of Agreement; • Assist in the preparation of documents and requests to CSLP HQ for quality Assurance and clearances for LoAs as necessary. • Assist requestors on appropriate evaluation methodologies based on the type, value and complexity of the LoA requirements. • Processing new vendor registration or vendor updates, providing up to date supplier contact and banking information. • Attend, whenever required, Tender Opening Panel and manage submissions as well as schedule and convene the Local Procurement Committee meetings. • Preparing LPC Submissions including justifications and all documents relevant for LPC Review. • Undertake commercial and financial evaluation of offers and preparing commercial evaluation summary/tables in consideration of the technical assessments submitted. • Undertake due diligence in application of evaluations as indicated in the solicitation documents and assess and review mandatory and technical evaluations submitted for compliancy; • Undertake consolidation of evaluations by preparing a consolidated evaluation report, ranking offers and making recommendations for award, based on MS507 for review and approval by the International Administrative Officer • Follow up and report regularly to the International Administrative Officer on the progress of LoA activities; • Issue timeously Letters of Agreements as required and instructed by the International Administrative Officer; • Analyze of final invoices for revision of POs as necessary or for obtaining certification from requesting officers and onward transmission to finance for payments. • Assist in establishment of letters of agreement under MS507 as instructed by the International Administrative Officer, in support of countries within the Sub Region. • Procurement of Goods ,Works and Services • Review assigned Purchase Requisitions for adequacy of the information provided and determine if the Requisition is actionable, taking actions such as requesting for additional information, clearances and/or clarification from the Requisitioner, when necessary. • Identifying procurement strategies and drafting and publicizing/transmitting solicitation documents. Invitations To Bid (ITB), Request for Quotation (RFQ) or Request for Proposal (RFP) for procurement of goods, works and services as assigned by the International Administrative Officer; • Assist requestors on appropriate evaluation methodologies based on the type, value, and complexity of the procurement requirements. • Processing new vendor registration or vendor updates, providing up to date supplier contact and banking information. • Attend, whenever required, Tender Opening Panel and manage submissions as well as schedule and convene the Local Procurement Committee meetings • Preparing LPC Submissions including justifications and all documents relevant for LPC Review • Undertaking due diligence in application of evaluations as indicated in the solicitation documents and assess and review mandatory and technical evaluations submitted for compliancy; • Undertake commercial and financial evaluation of offers and preparing commercial evaluation summary/tables in consideration of the technical assessments submitted. • Undertake consolidation of evaluations by preparing a consolidated evaluation report , ranking offers and making recommendations for award, based on MS502 for review and approval by the International Administrative Officer; • Preparing LPC Submissions including justifications and all documents relevant for LPC Review • Issue timeously Purchase Orders, Letters of Agreements, Services Orders or Service contracts as required and instructed by the International Administrative Officer; • Analysis of final invoices for revision of POs as necessary or for obtaining certification from requesting officers and onward transmission to finance for payments. • Expedite and follow up on Purchase Orders, Contract to allow for closure of POs. • Assist in undertaking procurement under MS502 as instructed by the International Administrative Officer, in support of countries within the Sub Region • Report regularly to the International Administrative Officer on the progress of Procurement activities;

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University Degree in Procurement or any related field • Five years of experience in grants and contracts management and/ or procurement support work, • Working knowledge (Level C) of English • Zimbabwe Nationality.

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 / human resources systems • Good knowledge of procurement regulations and procedures • Good knowledge of the MS Office package, Internet and office technology equipment • Good knowledge of FAO's administrative policies and procedures

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/