Procurement Assistant

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FAO - Food and Agriculture Organization of the United Nations

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Application deadline 2 years ago: Thursday 24 Mar 2022 at 22:59 UTC

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Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO 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.

The post is located in the FAO Subregional Office for the Gulf States and Yemen (SNG). This Subregional Office is responsible for developing, promoting, overseeing and implementing agreed strategies and projects for transforming food, agriculture and rural development. It also develops and maintains relations with subregional wide institutions. The Subregional Office is a subsidiary of FAO Regional Office for Near East and North Africa region.

Main Purpose

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

Supervision Received/Exercised

The Procurement Assistant reports to the Subregional Coordinator for the GCC States and Yemen and FAO Representative in the United Arab Emirates. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

Working Relationships

The incumbent interacts with colleagues within SNG, with FAO Country Offices in the Subregion, with the Regional Office for the Near East and North Africa (RNE), with FAO Headquarters, and with vendors/suppliers of the Organization, providing a wide variety of routine administrative and procurement services.

Key Functions/Results

  • 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 contracts, 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;
  • 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.

MINIMUM REQUIREMENTS - candidates will be assessed against the following

Education: Secondary School Education.

Work Experience and Knowledge: Three years of experience in administrative, accounting and/or procurement support work.

Languages: Working knowledge (proficient - level C) of English and Arabic.

IT Skills: Good knowledge of the MS Office package, Internet and office technology equipment.

Technical Skills

  • Very good knowledge of the corporate computerized financial/travel/human resources systems.
  • Good knowledge of procurement regulations and procedures.

Core Competencies

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

DESIRABLE QUALIFICATIONS AND SKILLS

  • Good knowledge of FAO's administrative policies and procedures.
Added 2 years ago - Updated 2 years ago - Source: fao.org