Procurement Assistant

Organizational Setting

FAO's Sub-regional Office for Central Asia is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing sub-regional food, agriculture and rural development priorities. It develops and maintains relations with sub-region wide institutions including Regional Economic Integration Organizations (REIOs). The Sub-regional Office is a subsidiary of FAO’s Regional Office for Europe and Central Asia (REU).

Reporting Lines

Under the overall supervision of the Sub-Regional Coordinator and the direct supervision of the Administrative Officer, the incumbent performs administrative support functions in the area of procurement and logistics function for the FAOSEC, respective FAOR offices of the sub region.

Technical Focus

Administrative support in the area of procurement and logistics

Tasks and responsibilities

• 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 contract, 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.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education • Three years of relevant experience in administrative, accounting and/ or procurement support work • Working knowledge (Level C) of English and Turkish • National of Turkey or a legal resident in the country with a valid work permit

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of financial rules and regulations, accounting policies and practices • Good knowledge of Enterprise Resource Planning (ERP) corporate travel systems • Good knowledge of communication and documentation standards • Good knowledge of the MS Office applications, Internet and office technology equipment