Project 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 is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.

Specifically, FAO Country Offices\:
• advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii) provide technical assistance and deliver core services;
(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v) ensure risk-smart and accountable operations and management.

For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict.

The position is located in the FAO Country Office and in Cotabato City, Philippines.

Reporting Lines

The Procurement Assistant will report to the Assistant FAO Representative for Administration.

Technical Focus

FAO in cooperation with the Ministry of Agriculture, Fisheries and Aquatic Resources (MAFAR) in the Bangsamoro Autonomous Region in Muslim Mindanao (BARMM) is implementing a Government Cooperative Programme funded by Japan’s Ministry of Foreign Affairs. The project, Development of Sustainable Fishery Value Chains in the Bangsamoro Autonomous Region in Muslim Mindanao, aims to sustain and improve productivity and resilience of aquaculture/fisheries enterprises in the Bangsamoro region in Mindanao. Specifically, this project will focus on improving efficiency and sustainability of local aquatic food value chains and market linkages, increase capacity of small-scale producers to augment their income through entrepreneurship using alternative species and processing for value-addition, empower them and their organizations on improved and resilient aquaculture/fisheries technologies and appropriate postharvest processing, and enhance the knowledge and skills of MAFAR and LGU fishery personnel on monitoring and managing fish stock.

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.

Tasks and responsibilities

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, identification of method of solicitation, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, drafting amendments and/ or renewals to contracts and service orders under the guidance of the supervisor, applying in-depth knowledge of the procurement applications and regulations;
• Prepare and present cases to the Local Procurement Committee;
• Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures;
• Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues;
• Advise requisitioning units on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle, meeting objectives under tight deadlines
• Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated;
• Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed;
• Participate in meetings with suppliers;
• Support knowledge building and knowledge sharing across the Country Office through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service;
• Make initial determinations and recommendations concerning disputes or claims arising from contractual instruments or procurement processes;
• Provide procurement reporting as well as clarification/information for auditing purposes;
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Business Administration, Accountancy or other related disciplines;
• At least four (4 years) of relevant and progressive experience in administrative, accounting and/or procurement support work.
• Working knowledge (level C) of English and Filipino;
• National of the Philippines

FAO Core Competencies

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

Technical/Functional Skills

• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams;
• Excellent written and oral communication skills in English and Tagalog;
• General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point);
• Experience in ERP (Oracle, SAP, etc.) is an advantage.

ADDITIONAL INFORMATION