Procurement Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

FAO's commitment to environmental sustainability is integral to our strategic objectives and operations.

The main objective in 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.

The position is located in the FAO Representation in Djibouti.

Main Purpose

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.

Supervision Received/Exercised

The Procurement Assistant reports to the Assistant FAO Representative (Administration).
He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

Working Relationships
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.

Key Functions/Results

• 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 contracts, 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.
• Supports corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.
• 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

Education: Secondary School Education.
Work Experience and knowledge: Three years of relevant experience in administrative, accounting and/or procurement support work.
Languages: Working knowledge (proficiency - level C) of English
IT Skills: Good knowledge of the MS Office package, Internet and office technology equipment.

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing valid visa to work or a valid work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

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

Technical Skills

• Very good knowledge of the corporate computerized financial/travel/human resources systems.
• Good knowledge of procurement regulations and procedures.

Desirable Qualifications And Skills

• Good knowledge of FAO's administrative policies and procedures.
• Knowledge of the Corporate Environmental Responsibility.
• Working knowledge (proficiency - level C) of French.