National Project Personnel - Procurement Assistant

Organizational Setting

The post is based in the FAO Representation in Egypt located in Cairo.

Reporting Lines

Under the overall supervision of the FAO Representative in Egypt and the direct Supervision of International Procurement Officer (IPO) of the Regional Office of the Near East and North Africa (RNE).

Technical Focus

Procurement and related topics (market survey, tendering, ordering goods and services, Monitoring and evaluation as well as communication skills).

Tasks and responsibilities

The incumbent is to perform the following duties in collaboration with relevant FAO Egypt and RNE:

• Assist Project Managers and technical teams in the preparation, implementation and monitoring of procurement plans for the Office and projects for which FAO Egypt is budget holder (i.e., goods and services and contracts);
• Carry out market surveys as requested and gather expressions of interest, identify potential vendors and prepare tender;
• Review the Purchase Requisitions assigned to staff member and seek further information, if require, from the requester;
• Prepare solicitation documents for the procurement case assigned to staff member and distribute it, after approval, to potential suppliers.
• Assist in making a preliminary review of bids received (i.e. prepare Commercial table for the review/approval) and forward bids (technical part) to requester and/or technical officer for technical evaluation;
• Ascertain that all relevant approvals and clearances obtained, assist in the preparation and issuance of Purchase Orders (POs)/Contracts and POs/Contracts amendments using appropriate standard templates as appropriate, ensuring that all relevant information has been provided and that tenders/contracts documents are complete and correct in all details;
• Assist and ensure to channel all procurement actions and requests through the IPO in preparing and issuing tender documents, POs/ Contracts and POs/Contracts amendments using appropriate standard models appropriate and FAO e-tendering system, ensuring that all relevant information has been provided and that tenders/contracts documents are complete.
• Publish in FAO e-tendering portal Invitations To Bid (ITB) / Request For Proposal (RFP) / Request For Quotation (RFQ) clarifications, POs/Contracts, amendments to PO/Contracts both by email.
• Assist in the organization of an electronic tender opening ceremony and the Local Procurement Committee (LPC).
• Respond to queries from potential suppliers, bidders, contractors, requesters and directs queries as necessary to Technical Officers thus prepare/issue official clarifications to all invited vendors.
• Assist in monitoring and carrying out follow-up action on both invitations and POs acknowledgement, delivery by suppliers and acknowledgement by consignee, ascertain that goods are shipped according to promised schedules and arrive as per schedules in order to close PO.
• Support in filing all procurement documents for easy retrieval when required.
• Liaise with RNE Administration Unit for timely preparation and obtaining import exemption certificate/letter and follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations;
• Assist in maintaining and updating the procurement monitoring data base including keeping track of all Purchase Orders issued and make recommendation for payment.
• Assist in updating the vendor management including vendor registration, vendor performance rating and reviewing list of invitees (vendor) for each solicitation;
• Assess that FAO Egypt procurement requests are in alignment with other UN agencies’ existing LTAs in the context of the Business Operations Strategy (BOS) in coordination with the IPO;
• Draft correspondence and maintain daily contacts with suppliers and contractors to follow up on works requested and resolve problems;
• Assist in organization of a workshop (selection of hotels, payment of bills, arrange for logistics, procurement of items e.g. stationery ...etc)
• Perform other related duties assigned by the supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• At least 4 years of working experience in a relevant supply / procurement area;
• Experience in projects funded by international donors and organizations is a plus
• University degree in business administration, social science, political science, or related fields;
• Fluency in English and Arabic is required.
• Nationality of Egypt.

FAO Core Competencies

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

Technical/Functional Skills

• Working experience in more than one location or area of work;
• Relevance and extent of experience in projects operations, administration and finance;
• Excellent organizational skills;
• Relevance and extent of experience in working with governemental bodies and multi-disciplinary teams.
• He/she will have good communication skills in English (written and spoken), and fluency in Arabic (written and spoken).
• Demonstrated ability to work in a team based environment;
• Demonstrated skills in archiving and filing;
• Excellent written and verbal communication skills;

Selection Criteria

Based on above minimum requirements, competencies and skills.

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/