Procurement Assistant

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FAO - Food and Agriculture Organization of the United Nations

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Application deadline 11 months ago: Wednesday 19 Apr 2023 at 21:59 UTC

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Organizational Setting

The Regional Office for Asia and the Pacific (RAP) 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 the Offices, Centres and Divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RAP 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. RAP develops and maintains relations with region-wide institutions including the UN Economic and Social Commission for Asia and the Pacific (UNESCAP) and regional inter-governmental organizations. The Regional Office supports regional policy dialogue on food security, agriculture and rural development issues, facilitates the emergence of regional partnerships, and supports capacity development and resource mobilization for food security, agriculture and rural development in the region.

The post is located in the Admin Services in RAP in Bangkok, Thailand.

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 reports to the National Professional Officer (Administration)/Head of Service Support Unit (SSU) and receives technical guidance from Regional Procurement Officer and overall guidance from the Senior Administrative Officer, Admin Services in RAP. 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 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 MS Office package, Internet the corporate computerized financial/travel/procurement resources systems. • Good knowledge of procurement processes, including planning, sourcing, acquisition and data analysis.

Desirable Qualifications and Skills

• Good knowledge of FAO's administrative policies and procedures. • Good knowledge of procurement planning tool/s. • General knowledge of public procurement principles.

Added 1 year ago - Updated 11 months ago - Source: fao.org