Procurement/ Logistics Assistant

Organizational Setting

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

The Procurement/ Logistics Assistant reports to the Assistant FAO Representative (Administration).

Technical Focus

Programme development, coordination and operational assistance based on the knowledge of the local conditions, culture, language and institutions of the country of assignment.

Tasks and responsibilities

• Assist in the procurement of good and services for the Representation and projects as required.
• Maintain a comprehensive Annual/ quarterly Procurement Plan based on the information obtained from the representation and relevant Project Managers.
• Review procurement requests, ensuring the completeness of information and obtaining additional information and documentation as required. Support in completion of specifications etc. required to initiate the procurement action.
• Determine the appropriate procurement method with regard to items to be procured and expected cost and identify potential sources of procurement.
• Coordinate with HQ procurement unit and Regional Office and obtained technical clearance and ad-hoc re-delegation of authority for the procurements exceeding the delegation authority of FAOR.
• Preparation of tender documents, dispatch the same on InTend to the potential suppliers and open the bids, in the presence of the Procurement Committee.
• Preparation of financial evaluation of bids for tenders and request relevant subject specialist to provide technical evaluation of bids.
• Maintain a list of potential suppliers’ database for each type of inputs.
• Creating and editing vendor database in GRMS system.
• Acting as a “Buyer” to FAO Sri Lanka and Maldives and attending the responsibilities assigned in GRMS system including the PO and the receipt creation
• Assisting the LoA and the contract preparation and obtaining FAOR’s approval
• Ensuring that all assets received at the representation and its projects are accurately entered and records are maintained in accordance with FAO Manual provisions and inventoried electronically and physical tagging is done.
• Assisting in the process of disposal of obsolete assets and ensure that assets are disposed of in the best interest of the Organization(including the auction process) and that records are updated in the asset registry and make sure the assets register is up-to-date
• Attend to all duty free clearances, duty free certificates and coordination with clearing agents until the delivery is made to FAO.
• Coordinate all logistics for Representation and projects as required.
• Attending to JPT meetings and other common UN tasks as requested by the supervisor/FAOR

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Management or similar area related to procurement/ logistics management, finance/ accounting etc.
• 5 years of relevant experience in Procurement, logistics or related field.
• Working knowledge of English, and Sinhala and/or Tamil.
• The candidate must be a Sri Lankan National or a resident in the country with a regular work permit.

FAO Core Competencies

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