Procurement Assistant

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FAO - Food and Agriculture Organization of the United Nations

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Application deadline 1 year ago: Friday 10 Mar 2023 at 22:59 UTC

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Organizational Setting

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

Under the overall supervision of the Sub-regional Coordinator for the Pacific and the direct supervision of the Administration Officer and the Procurement Specialist

Technical Focus The Procurement Assistant provides support in the management of various processes / transactions in the implementation of procurement services, ensuring high-quality and accuracy of work.

The Procurement Assistant works closely with the administrative, program and project staff to receive and share information and ensure that procurement services are delivered accurately.

Tasks and responsibilities

Ensures implementation of procurement and operational strategies, focusing on achievement of the following results: • Full compliance of procurement activities with FAO rules, regulations, policies and strategies. • Ensure organization rules relating to procurement actions (MS502 and MS507), and FAO’s Policy and Procedure are understood and applied. Also bring to the supervisor’s attention any discrepancies which may arise prior to processing Purchase Order • Provides inputs to the office’s procurement processes supporting implementation and adherence of internal Standard Operating Procedures (SOPs) in Procurement and Logistics.

Supports procurement processes and contract administration for the office, focusing on achievement of the following results: • Support on market research and sourcing of suppliers for various procurement options and identify potential Vendors for particular goods, works or service through Expression of Interest (EOI) and Request for Information (RFI) • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation. • Preparation of purchase orders and contracts, preparation of purchase orders for contracting of services, vendor creation, and maintenance of the fling system in the Procurement Unit. • Ensure that the Procurement Monitoring Plan is updated and communicated to senior management on a regular basis. • Support the preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works. • Prepare solicitation documents RFP, RFQ and ITB and posting through In-Tend, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with FAO rules and regulations. • Handle site visits, bidder conference, and vendors’ request for clarifications, modifications of tender documents and extensions of bid submission period. • Support in coordination of logistics arrangements with or without involvement of forwarding agents through administration of shipping documents and customs clearances. • Support project staff in preparation of scope of requirements and identification of best shipping solutions. • Prepare and present cases to the Local Procurement Committee; 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. • Constant liaison with vendors and consignee until safe delivery of goods is achieved. • Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers, identification of method of solicitation, preparation of invitations to bid, bid summaries, purchase orders and/or contract, contractual amendments, renewals; obtain clarifications when necessary; • Liaison with projects on receipt of goods, equipment and services in view of obtaining proper delivery and inspection report, or relevant certificates ensuring that all supporting documents are available for audit and for review purpose. • 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; together with all the necessary documents • Review with the supervisor problems and discrepancies related to assigned actions; • Perform other related duties as required.

Supports FAO SAP in knowledge building and knowledge sharing focusing on achievement of the following results: • Participation in the procurement training courses. • Conduct trainings to suppliers on UNGM registration and bidding. • Synthesis of lessons learnt and best practices in Procurement

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary Education. • University Degree in Business or Public Administration would be desirable but is not a requirement. The procurement Certification CIPS Basic is an asset. • At least 4 years of progressively responsible procurement, administrative, and, programme experience is required at the national or international level. • Nationality of Samoa or resident in the country with a regular work permit. • Working Knowledge of English

FAO Core Competencies

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

Added 1 year ago - Updated 1 year ago - Source: fao.org