Procurement Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) supports 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. FAO Namibia (FRNAM) is a country office working with the Government, national stakeholders, and international partners to develop policies, programmes, and projects aimed at achieving food security, strengthening the agricultural, fisheries, and forestry sectors, and promoting the sustainable use of natural resources.

Reporting Lines

Under the overall supervision of the FAO Representative in Namibia and the direct supervision of the FAOR, the incumbent will provide procurement support services for FAO programmes and projects in Namibia, ensuring that procurement actions are carried out in compliance with FAO rules, regulations, and internal procedures.

Technical Focus

Provide routine administrative and operational support to FAO procurement activities in compliance with established rules and procedures.

Tasks and responsibilities

• Support the preparation, processing, and follow up of procurement actions for goods, services, and works in line with FAO Procurement Manual
• Preparation and issuance of solicitation documents for example, Request for Quotation (RFQ), Invitation to Bid (ITB) and Request for Proposals RFP) and prepare financial evaluation of bids/tabulation analysis
• Undertakes the buyer function in conformity with FAO’s rules and regulations
• Conduct market research and preliminary vendor sourcing, ensuring value for money and transparency
• Organizes and participates in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC)
• Participates in and conducts site inspections, bidders’ conferences, and contract performance monitoring.Support evaluation processes, including receipt, opening, and administrative checks of bids and proposals
• Maintain accurate procurement records, trackers, and filing systems (electronic and hard copy)
• Follow up with suppliers/service providers on delivery timelines and resolve routine procurement issues
• Assist in the preparation and monitoring of Procurement Plans for projects and office operations
• Ensure timely and correct data entry in corporate systems (e.g. GRMS, ServiceNow etc.).
• Maintain the filing system and proper record-keeping concerning the LoA functions, including electronic LoA database and copies of LoAs, justifications, and key correspondences
• Attend, whenever required, Tender Opening Panel and manage submissions as well as schedule and convene the Local Procurement Committee meetings
• Undertake commercial and financial evaluation of offers and preparing commercial evaluation summary/tables in consideration of the technical assessments submitted
• Liaise with programme, finance, and logistics teams to ensure smooth procurement implementation
• Support audit requests and ensure procurement documentation is complete and compliant
• Perform any other duties assigned by the supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Procurement, Supply Chain Management, Logistics, or a related field.
• Minimum of 4 years of experience in procurement, logistics, or administration, preferably within the UN system or an international organization.
• Working knowledge of English

FAO Core Competencies

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

Technical/Functional Skills

• Good knowledge of procurement principles and procedures.
• Proficiency in Microsoft Office applications.