National Procurement Assistant

Organizational Setting

FAO is a key player pushing for interventions that bridge the continuum between humanitarian support and development interventions in the food and agriculture sector, covering rural and peri-urban areas. Assisting in preventing disaster-related emergencies, providing early warning for food emergencies, and helping in rehabilitation of food production systems are amongst FAO’s predominant roles. The main forms of FAO’s interventions include, but are not limited to, needs assessments, the provision of essential agricultural inputs and technical assistance in planning and management for sustainable recovery and resilience in rural production systems.

Reporting Lines

Under the overall supervision of the FAO Representative, the Procurement Assistant reports to the International Procurement Specialist and work in coordination with the established procurement team.
Work is performed largely autonomous, expressing initiative and independent judgment. Supervision received is focused on the quality of work outputs and is facilitating service delivery.

Technical Focus

The Procurement Assistant assists in day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices. He/ she provides procedural guidance to clients and staff across the Organization regarding procurement rules and procedures.

Tasks and responsibilities

• 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 contract, 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;
• Receive the signed delivery Note and copy of the supplier invoice verified by the client / recipient unit and close the procurement case file with the data management focal point in procurement unit;
• 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;
• Assist vendors on proper registration on FAO GRMS system.
• Assist the Procurement unit in proper filling system.
• Update procurement tracking system electronically for all RFQ, ITB and POs received and posted in Procurement Unit in specific files for easy reference.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in business administration or any other related field.
• At least four years of relevant experience in administrative and/or procurement work, UN experience is an asset.
• Working knowledge of English and Arabic.
• National of Iraq.

FAO Core Competencies

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

ADDITIONAL INFORMATION