Procurement Assistant

Logistics & Procurement

Overview

Assist in procurement operations and office support activities

You have:

• Completed secondary school education
• Three years' experience in office assistance, secretarial support or related fields
• Working knowledge of English
• National of Hungary or resident of the country with valid work permit

Organizational Setting

The position is based in the Regional Officer for Europe and Central Asia of FAO, the leading UN agency in terms of providing support for agriculture and rural development, forestry and fisheries. The Procurement Assistant works in the Procurement Unit and covers a variety of office support tasks, particularly in procurement, that contribute to the timely and effective running of the office.

Reporting Lines

The Procurement Assistant will work under the overall guidance of the International Procurement Officer and the direct supervision of the National Administrative and Finance Officer.

Technical Focus

Support to FAO’s procurement services; Contribution to timely and efficient procurement operations.

Tasks and responsibilities

• Assist in the timely and complete preparation and regular updating of the office procurement plan, assuring the contribution of all parties involved in the exercise; • Prepare solicitation process, identifies method of solicitation, drafts tendering documents, identifies sourcing strategy and distributes invitations to tender, also using e-tendering system and supports bid/proposals evaluations while ensuring the solicitation process is fair, objective and transparent and that it follows the general principles, as set forth in the FAO Manual Section; • Perform cost and price analysis on proposals and quotations, submitting results of analysis and making recommendations for awarding the contracts; • Assist in doing market research for finding potential suppliers for various types of goods, works and services, as required; • Assist in Implementing and administering contracts; • Liaise with staff at various levels within the Organization: Headquarters and across the Region, as required; • Assist in supplier management including supplier set-up and supplier update via Service Now • Order expediting • Assist with AP accounting related tasks such as invoice submission, invoice clearance and correction • Following up the delivery process of procured goods to ensure timely delivery in collaboration with Programme personnel; • Assist in Preparing and presenting cases to the relevant Local Procurement Committee; • Assist in Initiating a variety of administrative transactions, in particular related to purchasing transactions, in the FAO’s corporate computerized systems; • Set up and maintain office files and reference systems including confidential files; • Assist in Drafting, preparing and extending framework agreements and service contracts; • Assisting in obtaining customs clearance for international deliveries; • Supporting procurement related process change projects; • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Completed secondary school education • Three years’ experience in office assistance, secretarial support or related fields • Working knowledge of English • National of Hungary 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

• Experience in procurement will be considered an asset • Strong verbal and written communication skills • High standard of computer literacy

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Potential interview questions

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