Procurement Assistant (General Roaster)

Organizational Setting

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.

Reporting Lines

The Procurement Assistant reports to International Administrative Officer. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

Technical Focus

The technical areas/profiles covered will be as follows:

The incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization, providing a wide variety of routine administrative and procurement services.

Tasks and responsibilities

• Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers , preparation of invitations to bid, bid summaries, purchase orders and/or contract, simple contractual amendments, renewals; obtain clarifications when necessary; • 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; • 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; • Review with the supervisor problems and discrepancies related to assigned actions; • Perform other related duties as required.

Impact of work

The incumbent’s work impacts on the quality, timeliness and efficiency of FAO's procurement operations.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Secondary School Education. A University Degree in Purchasing and Supply Management, Procurement or related field will be an added advantage. • At least three (3) years of relevant work experience in procurement, administration support work and/or accounting • Working knowledge (Level C) of English • Zimbabwe Nationality 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

• Very good knowledge of the corporate computerized financial / travel / human resources systems • Good knowledge of procurement regulations and procedures • Good knowledge of the MS Office package, Internet and office technology equipment • Good knowledge of FAO's administrative policies and procedures

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/