Procurement Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) Subregional Office for the Pacific Islands (SAP) is located in Apia, Samoa and covers 14 Pacific Island countries. The project “Reducing COVID-19 Related Food Insecurity in the Pacific Region” is funded by the Government of Canada for a two-year period and includes five Pacific island countries (Federated States of Micronesia, Fiji, Niue, Palau, Solomon Islands).

The Procurement Assistant works closely with the administrative, program and project staff to receive and share information and ensure that procurement services are delivered accurately.

Reporting Lines

The Procurement Assistant will be under the overall supervision of the Sub-regional Coordinator for the Pacific and the direct supervision of the International Admin Officer and the Procurement Associate.

Technical Focus

The incumbent will provides support in the management of various processes / transactions in the implementation of procurement services, ensuring high quality and accuracy of work.

Key Results

Effective and efficient coordination and provision of the technical and operational support of the procurement and administrative activities

Key Functions

• Ensures implementation of procurement and operational strategies
• Support procurement processes and contract administration for the office
• Support FAO SAP in knowledge building and knowledge sharing

Tasks and responsibilities

• Ensure full compliance of procurement activities with FAO rules, regulations, policies and strategies.
• Ensure organization rules relating to procurement actions (MS502 and MS507), and FAO’s Policy and Procedure are understood and applied. Also bring to the supervisor’s attention any discrepancies which may arise prior to processing Purchase Order
• Provide inputs to the office’s procurement processes supporting implementation and adherence of internal Standard Operating Procedures (SOPs) in Procurement and Logistics.
• Support on market research and sourcing of suppliers for various procurement options and identify potential Vendors for particular goods, works or service through Expression of Interest (EOI) and Request for Information (RFI)
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Preparation of purchase orders and contracts, preparation of purchase orders for contracting of services, vendor creation, and maintenance of the fling system in the Procurement Unit.
• Ensure that the Procurement Monitoring Plan is updated and communicated to senior management on a weekly basis.
• Support the preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works.
• Prepare solicitation documents RFP, RFQ and ITB and posting through In-Tend, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with FAO rules and regulations.
• Handle site visits, bidder conference, and vendors’ request for clarifications, modifications of tender documents and extensions of bid submission period.
• Support in coordination of logistics arrangements with or without involvement of forwarding agents through administration of shipping documents and customs clearances.
• Support project staff in preparation of scope of requirements and identification of best shipping solutions.
• Prepare and present cases to the Local Procurement Committee; 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.
• Constant liaison with vendors and consignee until safe delivery of goods is achieved.
• Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers, identification of method of solicitation, preparation of invitations to bid, bid summaries, purchase orders and/or contract, contractual amendments, renewals; obtain clarifications when necessary;
• Liaison with projects on receipt of goods, equipment and services in view of obtaining proper delivery and inspection report, or relevant certificates ensuring that all supporting documents are available for audit and for review purpose.
• 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; together with all the necessary documents
• Participation in the procurement training courses.
• Conduct trainings to suppliers on UNGM registration and bidding.
• Synthesis of lessons learnt and best practices in Procurement.
• Perform other related duties as required.

Minimum requirements

Candidates will be assessed based on the following criteria.

• Secondary Education with training in procurement.
• University Degree in Business or Public Administration would be desirable, but is not a requirement. Procurement Certification programme is an asset.
• At least 4 years of progressively responsible procurement, administrative, programme experience is required at the national or international level.
• Nationality of Samoa or resident in the country with a regular work permit.

FAO Core Competencies

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

Technical/Functional Skills

• Knowledge of procurement processes, systems, administrative rules and regulations.
• Knowledge in the use of spreadsheets and database packages.
• Ability to work well under pressure and meet deadlines.
• Ability to administer and execute administrative processes and transactions.

• Ability to perform work of confidential nature and handle a large volume of work.

• Good IT and web-based management skills