Procurement Assistant

Organizational Setting

The FAO Regional Office for Latin America and the Caribbean (FAO RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with offices and divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies.

The Procurement Service provides advice, guidance and oversight for FAO procurement operations and the Letter of Agreement Quality Assurance function both at headquarters and in FAO Decentralized Offices; it provides policy and operational support to ensure that the Organization procures goods, works and services based on "Best Value for Money" principles.

The post is located in the Administrative Support Unit in RLC in Santiago, Chile.

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 Procurement Officer and the direct supervision of the Procurement Associate. 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. Work Experience and Knowledge: Three years of experience in procurement support work and/or administrative, accounting. Languages: Working knowledge (proficient - level C) of Spanish and limited knowledge (intermediate – level B) of English. IT Skills: Very 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

• Good knowledge of procurement regulations and procedures of any public or international entity or organization. • Knowledge of Enterprise Resource Planning (ERP) systems and ability to guide, direct and advise colleagues on its use and applications.

Desirable Qualifications and Skills

• Good knowledge of FAO's administrative policies and procedures. • Knowledge of the International Commercial Terms (INCOTERMS) and their application. • Certification on procurement delivered from an internationally recognized institution is an asset. • Extensive knowledge and experience in iMIS reporting and monitoring tools.