Procurement Assistant

Logistics & Procurement

Overview

Support procurement operations effectively and efficiently

You have:

• University degree in Business Administration, Accountancy or other related disciplines
• At least five (5) years of relevant and progressive experience in administrative, accounting and/or procurement support work
• Working knowledge (level C) of English and Filipino
• National of the Philippines or resident of the country with valid work permit

Organizational Setting

For more than four decades, the Food and Agriculture Organization of the United Nations has been working with the Government of the Philippines, civil society, community-based organizations and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards, and armed conflict.

Reporting Lines

The Procurement Assistant reports to the Assistant FAO Representative for Administration.

Technical Focus

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.

Tasks and responsibilities

• Perform operational functions relating to the procurement process for high-value agricultural inputs including those above the delegated authority of the FAOR and Cash-Transfer POs, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, draft simple amendments and/ or renewals to contracts and service orders under the guidance of the Procurement Associate; • Follow-up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services, or other necessary documentation; • 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; • Review invoices of incoming goods, transportation services 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; • 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; • Run periodic reports, taking action as requested; • Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, Accountancy or other related disciplines; • At least five (5) years of relevant and progressive experience in administrative, accounting and/or procurement support work. • Working knowledge (level C) of English and Filipino; • National of the Philippines or resident of the country with valid work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams; • Excellent written and oral communication skills in English and Tagalog; • General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point); • Experience in ERP (Oracle, SAP, etc.) is an advantage.

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Potential interview questions

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