Procurement Assistant

Organizational Setting

FAO Afghanistan is investing, across all 34 provinces, in resilience reinforcing actions that focus on protecting agriculture livelihoods and local ecosystems, boosting local production of nutritious foods and cash-incomes, and safeguarding critical agriculture sectoral development gains achieved over the past couple of decades through revitalizing rural markets and economy. In 2022-2023, FAO will, under the life-saving assistance Outcome (1) of the UN Transitional Engagement Framework (TEF), focus on the following four priority actions: (i) Safeguarding Wheat Seed Security, (ii) Enhancing Local Production of Nutritious Food, (iii) Livestock Protection and Dairy Sector Support, and (iv) Restoring Irrigation Structures to Boost Cash Incomes. Additionally, FAO will contribute towards resilience building activities under Outcome 2 of the TEF.

The position is located in the FAO Representation in Kabul, Afghanistan.

Main Purpose

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.

Supervision Received/Exercised

The Procurement Assistant will work under the overall supervision of the FAO Representative, in close coordination with the International Procurement Officer and under the direct supervision of the National Procurement and Logistics Officer. 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 from within the work unit and with immediate clients from within 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.

______________________________________________________________________________________________________ CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education. Experience: Three years of experience in administrative, accounting and/or procurement support work. Languages: Working knowledge (proficient - level C) of English. IT Skills: Good knowledge of the MS Office package, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

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

Technical Skills

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

Desirable Qualifications and Skills

Good knowledge of FAO's administrative policies and procedures.