Procurement Assistant

Organizational Setting

The main aim of the FAO Country Offices, which are headed by an FAO Representative, is to assist governments in developing policies, programmes and projects to achieve food security and nutrition and reduce hunger and malnutrition, promote sustainable agricultural development, reduce rural poverty, develop inclusive agri-food systems and strengthen livelihood resilience – in line with the Organization’s Strategic Objectives and United Nations’ global and Government of Egypt’s national Sustainable Development Goals.

In its effort to support the Government of Egypt with respect to enhanced climate resilience and efficiency of natural resource for all/rural people in a sustainable environment, FAO has been working towards improving management of land, water, fertilizer, pesticide and other agriculture inputs for efficient, more sustainable, healthy, income-generating agriculture production.

Within this context, FAO is implementing projects in Egypt to support smallholder farmers in adopting modern irrigation techniques and consolidating land use to improve water productivity, food security and livelihoods.

The post is based in the FAO Representation in Egypt located in Cairo.

Reporting Lines

Under the overall supervision of the FAO representative and Assistant FAO Representative and the direct supervision of the Project Senior Advisor and the National Project Coordinator, the incumbent will work in close collaboration with all partners (government, local authorities, NGOs, private sector, others) and in coordination with the technical team of the project, and the team of FAO Office in Egypt.

Technical Focus

The incumbent will undertake activities under the provisions of MS 502 and of MS 507.

Tasks and responsibilities

The incumbent is to perform the following duties in collaboration with relevant FAO Egypt and RNE:

With respect to activities undertaken under the provisions of MS 502

• Draft RFQs, ITBs, RFPs for goods, works and services and any correspondence and notes for the file related thereto as appropriated • Draft correspondence and maintain daily contacts with suppliers and contractors to follow up on works requested and resolve problems. • Assist in the identification of new local and international sources of supplies/services. • Establish and / or maintaining the filling system concerning the procurement function related to the project. • Assist in proper record-keeping of procurement activities in the Procurement Database and the Contracts Database. • Attend, whenever required, Tender Opening Panel and Local Procurement Committee meetings, preparing and editing Tender Opening and Local/Field Purchase Orders and all documents relevant to Procurement. • Undertake commercial evaluation of offers and preparing commercial evaluation summaries/tables. • Follow up on all correspondences under procurement activities of FAO Egypt • Follow up and report regularly to the International Procurement Officer on the progress of procurement activities. • Assist in the preparation of the consolidated annual procurement plan of FAO-Egypt when required. • Assist in the prompt and timely clearances of goods and shipments for the project by liaising with concerned sections in order to ensure safe arrival of these consignments to their final destinations. • Assist to update the list of suppliers and follow-up the review of the supplier’s registration documents and liaise with HQ to insert the details of the offshore new suppliers accordingly. • In consultation with Requesters undertake performance evaluation of vendors including preparation of vendor performance reports. • Liaise with RNE Administration Unit for timely preparation and obtaining import exemption certificate/letter and follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations. • Assess that FAO Egypt procurement requests are in alignment with other UN agencies’ existing LTAs in the context of the Business Operations Strategy (BOS) in coordination with the IPO. • Assist in organization of a workshop (selection of hotels, payment of bills, arrange for logistics, procurement of items e.g. stationery etc)

With respect to activities undertaken under the provisions of MS 507:

• Draft RFPs and ITBs for Letters of Agreement and any correspondence and notes for the file related thereto. • Assist in undertaking due-diligence review of Service Providers’ applications. • Assist in the implementation of market surveys to determine operations’ related rate to be applied under Letters of Agreement. • Maintain the filing system and proper record-keeping concerning the LoA function including electronic LoA database and hard copies of LoAs, routing slips, note for the files, justifications and key correspondences. • Follow up with the relevant Responsible Officers on the preparation and provision of the necessary information and documents required for the proper implementation of the Quality Assurance function. • Assist in the preparation of the consolidated Bi- annual LoA plan for FAO Egypt including the regular quarterly updates of this plan. • Ensure timely insertion of the Quality Assurance Requisitions in the LoA database. • Assist in the preliminary Quality Assurance review of Letters of Agreement. • Assist in the preparation of the regular quarterly reports on LoAs to be submitted to CSLP in Rome. • Attend, whenever required, Tender Opening Panel and Local Procurement Committee meetings, preparing and editing Tender Opening and Local Procurement Committee minutes, Letters of Agreement and note for the files and all documents relevant to Letters of Agreement. • Undertake commercial evaluation of offers and preparing commercial evaluation summaries/tables. • Perform other related duties assigned by the supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• At least 4 years of work experience in a relevant supply / procurement area; • University degree in procurement, business administration, social science, political science, or related fields; • Working knowledge of English is required. • National of Egypt.

FAO Core Competencies

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

Technical/Functional Skills

• Work experience in more than one location or area of work; • Relevance and extent of experience in projects operations, administration and finance; • Excellent organizational skills; • Relevance and extent of experience in working with governemental bodies and multi-disciplinary teams. • He/she will have good communication skills in English (written and spoken), and fluency in Arabic (written and spoken). • Demonstrated ability to work in a team based environment; • Demonstrated skills in archiving and filing; • Excellent written and verbal communication skills; • Experience in projects funded by international donors and organizations is a plus

Selection Criteria

Based on above minimum requirements, competencies and skills.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.