National Project Personnel - Procurement Assistant

Organizational Setting

The Procurement Assistant, assists in day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices. He/ she provides procedural guidance to clients and staff across the Organization regarding procurement rules and procedures.

Reporting Lines

Under the overall supervision of the FAO Representative, the Procurement Assistant reports to International Procurement Officer.

Work is performed largely autonomous, expressing initiative and independent judgment. Supervision received is focused on the quality of work outputs and is facilitating service delivery.

Technical Focus

The Procurement Assistant maintains a wide range of contacts with managers, staff, and suppliers inside and outside the Organization, ensuring the quality and consistency of procurement support services and the compliance with relevant policies and procedures.

Tasks and responsibilities

• Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers , preparation of invitations to bid, bid summaries, purchase orders and/or contract, simple contractual amendments, renewals; obtain clarifications when necessary;
• 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;
• Review invoices of incoming goods, transportation services and custom’s clearance fees for accuracy; bring to the supervisor’s attention any discrepancies which may arise, prior to processing the payment;
• Report on the status of procurement actions;
• File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts;
• Run periodic reports, taking action as requested;
• Ensure data input into systems as accurate;
• Review with the supervisor problems and discrepancies related to assigned actions;
• Assist vendors on proper registration on FAO GRMS system.
• Assist the Procurement unit in proper filling system.
• Update procurement tracking system electronically for all RFQ, ITB and POs received and posted in Procurement Unit in specific files for easy reference.
• Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioned upon services/works are rendered and/or the goods are received.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Education: University degree in Business Administration, Information technology, Law, agriculture or related fields.
• Experience: minimum of three years’ experience in procurement.
• Languages: Working knowledge (Level C) of English, Arabic and level B of French or Spanish is an advantage.
• IT Skills: Advanced knowledge of the MS Office package, focusing on Excel reporting tools, Internet and office technology equipment. Advanced knowledge of Oracle or equivalent ERP.
• Iraqi National.

FAO Core Competencies

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

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/