Procurement Processing Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through FAO’s Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agri-food systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind. The Shared Services Centre (SSC) is a centre of excellence focused on the delivery of high quality and cost effective administrative services for FAO globally. The SSC ensures the management of quality assurance activities associated with its transactional processes and service delivery; continuously improves the satisfaction of its customers, internal or external, while pursuing a continuous improvement agenda that will drive up service excellence while driving down the costs of service delivery through process standardization, process automation and self-service capabilities.

Reporting Lines

The consultant/PSA reports directly to the Team Coordinator and will be working in close collaboration with Country Offices and the SSC Finance team.

Technical Focus

Supporting the delivery of Procurement Services to Country Offices

Tasks and Responsibilities

• Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: purchase orders; obtains clarifications when necessary.
• Follow up on purchase orders: 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; brings 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, purchase orders and contracts;
• Run periodic reports, taking action as requested.
• Ensure data input into systems is accurate.
• Review with the supervisor problems and discrepancies related to assigned actions.
• Assist vendors on proper registration on FAO GRMS system.
• Update procurement tracking system electronically for all purchase orders received.
• Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioned upon services/works are rendered and/or the goods are received.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• National of Hungary or able to work in Hungary at the time of the application
• University degree in finance, accounting, business, law, agriculture or related fields
• Minimum 3 years of relevant work experience in procurement
• Working knowledge of the MS Office applications and advanced knowledge of Oracle
• Working knowledge (level C) of English

FAO Core Competencies

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

Technical/Functional Skills

• Knowledge of financial rules and regulations, accounting policies and practices in order to ensure that all processing controls are strictly adhered to; performs due diligence regarding eligibility, compliance, and transactions limits;
• Knowledge of the processing and approval process of a variety of transactions; ensuring audit requirements are maintained regarding supporting document retention, adherence to rules, accuracy and overall completeness;
• Familiarity with corporate financial systems
• Thorough knowledge of the communication and documentation standards
• Knowledge of another FAO official language (Arabic, Chinese, French, Russian or Spanish) would be an asset