Supply Chain Assistant

Organizational Setting

The FAO Sub-regional Office for the Caribbean (SLC) is serving Barbados and the OECS (Antigua and Barbuda, Dominica, Grenada, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines). It also supports FAO Jamaica (including the Bahamas and Belize), FAO Guyana, and FAO Trinidad and Tobago (including Suriname). The Procurement unit provides operational support to SLC by obtaining goods, works, and services, while upholding important values such as fairness, integrity, and transparency, ensuring the best value for money, while keeping the organization's best interests in mind.

Reporting Lines

The incumbent will work under the overall supervision of the FAO Sub-Regional Office for the Caribbean, and the technical supervision of the FAO Procurement Officer.

Technical Focus

Under the day-to-day supervision of the Procurement Officer, the Supply Chain Assistant will provide a variety of support functions, contributing to the smooth and efficient provision of goods and services to FAO Projects.

Tasks and responsibilities

• Reviews procurement plans and Purchase Requisitions (PR) for correctness & accuracy, providing advisory services to requestors, project and office personnel on procurement processes, policies, and procedures. Contributes to demand estimation and identification of sourcing consolidation. • Invite & assist vendors to register for public tender opportunities through the e-tendering application. Requests vendor registration for new suppliers through the ServiceNow platform; maintains a local vendor database, supporting potential suppliers with their registration in FAO or UNGM. • Carries out procurement actions for the provision of goods or services according with FAO rules and procedures; conducts public tenders through the e-tendering application; liaises with requestors and Bidders as necessary; arranges technical evaluations and performs commercial evaluations of bids or proposals. Prepares tender and evaluation reports for the Procurement Authority and the Procurement committee. Prepares Purchase Orders (PO) and Contracts for the Procurement Authority review and approval. • Performs Quality Assurance (QA) review of Letters of Agreement (LoA), in accordance with FAO guidelines, policies and procedures available. • Serves the Local Procurement Committee (LPC) as required, sharing the procurement or LoA case with the LPC members for their review, preparing the minutes of the meeting for the Procurement Authority’s review and signature. • Maintains order and confidentiality of procurement and LoA records, using the registry and the Procurement mailbox. • Assists with PO, LoA and contract monitoring, performing delivery follow-ups, generates reports and verifies that receipts are raised upon delivery, and that payments are being processed within the prescribed 30 days or before to keep outstanding obligations updated. • Performs other administrative/procurement duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Minimum technical diploma in accounting, computer science, finance, engineering, or similar analytical fields. • At least one year of relevant experience using Excel or similar electronic worksheets for performing numerical analysis. • At least one year drafting reports in Word and using and maintaining online shared folders. • Working knowledge of English. • National of Barbados or a legal resident in the country.

FAO Core Competencies

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

Technical/Functional Skills

• Desired experience in customer service (handling customers, complaints, etc.). • Desired experience in data visualization applications (e.g., Power Bi, Excel, PowerPoint, etc.). • Familiarity with ERP systems for supply chain applications (requisitions, purchase orders, receipts). • Client service orientation. • Experience in procurement is desired but not required.