Procurement Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger and malnutrition. 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 FAO Representative and the direct supervision of the Assistant FAO Representative (Administration), the Administrative and Finance Assistant ensures quality, transparency and consistency of data and processes within his/her area of responsibility and contributes to a smooth functioning of the work of the unit.

Technical Focus

The incumbent coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Tasks and Responsibilities

The incumbent will be responsible for the day-to-day operations in conformity with the relevant rules, procedures and practices of the Organization focusing on the quality of work outputs and meeting of timelines. In particular, the incumbent will perform the following tasks: • Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/or renewals to contracts and service orders under the guidance of the supervisor, applying in-depth knowledge of the procurement applications and regulations etc.; • Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated; • Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues; • Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated; • Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed; • Participate in meetings with suppliers; • Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service; • Act as the Contracts Unit focal point for GRMS, UNGM and Intend; • Review current processes and make recommendations to improve purchasing systems and procedures; • Present the Procurement cases to LPC for review, while serving as Secretary for the proceedings; • Support Project Managers in the preparation of Procurement Plans; • Vendor database management; • Perform other duties as required for the smooth operations of the office.

Minimum Requirements

Candidates should meet the following: • Minimum a university degree in agribusiness, agricultural economics, social sciences, business administration, or other fields related to the FAO mandate. • At least 2 years of relevant experience in field implementation of project activities, project operations and support involving agribusiness and enterprise development promotion. • Working knowledge of English. • A national of Zambia.

FAO Core Competencies

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

Selection Criteria

Please note that all candidates should possess computer/word-processing skills and should be capable of working with people of different national and cultural backgrounds.

• Possession of relevant computer/word-processing skills. • Extent and relevance of experience in field level coordination, supporting, advising and guiding the implementation of multi-stakeholder projects. • Extent and relevance of experience working with national and local governments, private sector, NGOs, academic and research institutions, including the Consultative Group on International Agricultural Research (CGIAR), is considered a strong asset. • Level of communication skills, writing skills including ability to write concise technical reports in English. • Familiarity with FAO and UN (in general) administrative, operational, and financial procedures is an asset

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• 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.