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;
· provide technical assistance and deliver core services;
· assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
· position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
· 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 will be assigned in Madaluyong City, with field missions within Isabela Province and Cagayan Province.

Reporting Lines

The Procurement Assistant will be under the direct supervision of the Assistant FAO Representative (Administration) in the Philippines and in close collaboration with the Project Team Coordinator, Programme Management Specialist (PMU) and Community Resilience and Emergency Response Adviser.

Technical Focus

The Procurement Assistant will provide procurement and administrative services to ensure the efficient implementation of project activities in accordance with FAO rules and procedures. He/she will assist in routine administrative and control functions in support of FAO’s procurement services.

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 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.
· 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 the field of Business Administration, Accountancy or other related disciplines.
· At least five (5) years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support work on project implementation at field level.
· Working knowledge (level C) of English
· A 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 Filipino.
· Excellent writing, and report writing skills in English and Filipino.
· Willingness to travel to project sites as required.
· Working knowledge of relevant local dialects is an advantage
· Intermediate computer skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)

ADDITIONAL INFORMATION