PROCUREMENT AND ADMIN ASSISTANT

Organizational Setting

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations established in October 1945 with the objective of eliminating hunger, improving nutrition and standards of living by increasing agricultural productivity. FAO contributes to the achievement of the 2030 Agenda through its Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. Accordingly, FAO complements the efforts of governments and technical agencies in programs for developing agriculture, forestry, fisheries, land and water resources. It also carries out research; provides technical assistance on projects in individual countries; operates educational programs through seminars and training centres; maintains information and support services, including keeping statistics on world production, trade, and consumption of agricultural commodities; and publishes a number of periodicals, yearbooks, and research bulletins.

FAO headquarters are in Rome, Italy and the organization has more than 180 members with offices throughout the world. Through the Botswana Office, FAO is collaborating with the Ministry of Health, through Department of Public Health, to implement a national project on Development of National Food and Nutrition Policy. A Technical working group has been mobilized and it managed to approve the inception report for development of the policy. With all the necessary information collected, the next phase is to formulate appropriate policy. Therefore, the Legal Expert will lead a process to develop a comprehensive National Food and Nutrition for Botswana.

Reporting Lines

The Procurement and Admin Assistant will work under the overall managerial and operational guidance of the FAO Representative (FAOR) in Botswana, while directly reporting to the Assistant FAO Representative – Administration.

The Procurement Assistant will work under the overall supervision of the FAO Representative (FAOR) in Botswana and the direct supervision of the Assistant FAO Representative – Admin (AFAOR-A) Botswana. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

Technical Focus

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.

Tasks and responsibilities

• Draft request for quotations, invitation to bids, request for procurement for goods, works and services and any correspondence and notes for the file related thereto as appropriate for review

• Draft service contracts following the conclusion the tender process.

• Assist in the identification of new local and international sources of supplies / services

• Assist in maintaining the filing system concerning the procurement function

• Assist in proper record-keeping of procurement activities in the Procurement Database and the Contracts Database

• Attend, whenever required, Tender Opening Panel and Local Procurement Committee meetings; preparing and editing Tender Opening and Local Procurement Committee (LPC) minutes;

• Draft required LPC submissions for approval by the FAOR

• Follow up on commercial evaluation of offers and on preparation of commercial evaluation summaries/tables

• Follow up on all correspondence under procurement activities of FAO-Botswana

• Follow up and report regularly on the progress of procurement activities

• Assist in the preparation of the consolidated annual procurement plan of FAO-Botswana

• Assist in the prompt and timely customs clearance of goods and shipments for any FAO-Botswana projects in order to ensure safe arrival of these consignments to their final destinations

• Undertake field missions where necessary to ensure delivery of goods and services to agreed standards.

• Follow up on estimated costs in relation to procurement matters in liaison with operations and finance

• Issue timely Purchase Orders, Services Orders or Service Contracts as required

• In consultation with Requesters, ensure that report of performance evaluation of vendors is kept on file

• Raise MS701 POs as requested by operations who are the MS701 business owners

• Perform any other related duties as assigned

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration or Related Fields as well as a minimum of a level 2 CIPS Certification.

• At least 3 years of relevant experience in providing procurement and administrative support to a business unit.

• Working knowledge (Level C) of English.

• National of Botswana or resident of the country.

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Experience in UN agencies / Non-Governmental Organizations will be an added advantage.

• Work experience in more than one location or area of work

• Very good knowledge of the corporate computerized financial / travel / human resources systems

• Good knowledge of procurement regulations and procedures