Procurement Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) supports the transformation to More efficient, inclusive, resilient and sustainable agri-food systems, for Better production, Better nutrition, a Better environment and a Better life, leaving no one behind. Procurement Service (CSLP) provides policy and operational support to ensure that the Organization procures goods, works and services based on 'Best Value for Money' principles. The post will be in one of the 47 Decentralized Offices of the Region of Africa and the incumbent may be responsible for procurement activities in more than one country in the region.

The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist Governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

The Procurement Assistant reports to Assistant FAO Representative/Programmes or the highest ranking officer in the duty station for administrative guidance. He/she reports to Chief, Procurement Services (CSLP), to the Southern Africa Sub-Regional (SFS) Procurement Officer for functional and policy guidance, with support from Procurement Officers at Sub-Regional / Regional or HQ offices. Work is performed largely autonomously, expressing initiative and independent judgement, within procurement guidelines, rules, procedure and practices. Supervision received supports the incumbent in his/her day-to-day work and is focused on quality of work outputs and in facilitating service delivery.

The position is based in the FAO Eswatini country office, in Mbabane.

Technical Focus

The Procurement Assistant provides support in the coordination of the 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 procedures. 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.

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

• 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;
• Advise requisitioning units on full range of procurement issues, providing support and guidance at all stages of the procurement cycle; meeting objectives under tight deadlines.
• Review Purchase Requisitions (PRs) / contracts / LOAs and tenders to ensure they are technically complete in conformity of FAO rules and procedures and that all technical clearances is obtained, if applicable.
• 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; ensure procurements are within requisition amounts and that funds are available.
• File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts; shares relevant copies of POs with suppliers / requestors and other units (finance) in FAO office.
• Ensure that procurement actions are completed in a timely manner in accordance with relevant rules, guidelines and procedures
• Run periodic reports such as Procurement Plans, taking action as requested;
• Ensure data input into systems as accurate; Use of UNGM for vendor registration and In-Tend for requests in procurement.
• Participate in meetings with suppliers; support knowledge building and knowledge sharing within FAO and with suppliers.
• Participate in Joint UN platforms which require participation and data from Procurement Units of Agencies.
• Review with the supervisor problems and discrepancies related to assigned actions;
• Perform other related duties as required.

Impact of work

The incumbent’s work impacts on the quality, timeliness and efficiency of FAO's procurement operations. He/She plays a lead role in the coordination and provision of procurement support services for the successful achievement of the organization’s / Office’s mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Education: Secondary School Education. University Degree in Procurement, Supply Chain Management or professional Procurement qualification (CIPS) will be an added advantage
• Work Experience and Knowledge: Five years of relevant experience in procurement support work, administrative, and/or accounting
• Languages: Working knowledge (Level C) of English and Siswati
• National of Eswatini.

FAO Core Competencies

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

Technical/Functional Skills

• Very good demonstrated knowledge of Procurement regulations and procedures of any public or international entity / organization
• Undertakes Buyer functions in conformity with FAO rules and regulations
• Reviews Letters of Agreement (LOAs) in conformity with Quality Assurance function as set forth in FAO rules and guidelines.
• Organizes and participates in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC).
• Good knowledge of the MS Office package, Internet and office technology equipment.
• Coordinates with forwarding and shipping agents for goods packaging, shipment, inspection on arrival. Sends information to relevant colleague dealing with Logistics for Customs Clearances.
• Maintains all files related to Procurements.