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PROCUREMENT ASSISTANT

Lilongwe

  • Organization: FAO - Food and Agriculture Organization of the United Nations
  • Location: Lilongwe
  • Grade: All levels - NPP - National Project Personnel - Local Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Procurement
    • FRMLW
  • Closing Date: Closed

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device


FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions.

Qualified female applicants are encouraged to apply.

People with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidentiality.

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the United Nations with more than 190 member countries. Since its inception, FAO has worked to improve nutrition, increase agricultural productivity, raise the standard of living in rural populations and contribute to global economic growth. Achieving food security for all is at the heart of FAO's efforts – to make sure people have regular access to enough high-quality food to lead active, healthy lives. To achieve its goals, FAO cooperates with thousands of partners worldwide, from farmers’ groups to traders, from non-governmental organizations to other UN agencies, from development banks to agribusiness firms (further and more detailed information on FAO can be found on the internet site\: http\://www.fao.org.

Through its Country Offices, or FAO Representations, FAO assists governments to develop policies, programmes and projects to address hunger and malnutrition, and provides technical support for the sustainable development of their agricultural, fisheries and forestry sectors and to respond to crises.

The Procurement Assistant position is located in the Procurement Section of the FAO Representation Office in Malawi, and will provide support for the implementation all the project in the portfolio.

Reporting Lines

The Procurement Assistant will be under the overall supervision of the FAO Representative in Malawi and the direct supervision of the International Procurement Officer.

Technical Focus\:

The Procurement Assistant will assist in the Procurement section and carry general administrative, back office and reporting and non-complex procurement tasks.

Tasks and responsibilities

The incumbent will work more specifically\:

  • 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;
  • File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts;
  • Ensure data input into systems is accurate;
  • Review with the supervisor problems and discrepancies related to assigned actions;
  1. This position in addition to the normal procurement assistant duties will be highly involved in sourcing and vendor management activities and in the implementation and improvement of the compliance and quality control system.
  • Prepare, advertise and consolidate the responses to Expression of interests;
  • Ensure timely vendor registration, and evaluation when required;
  • Conduct market survey, organize or support client units in the organization of business seminars, fairs;
  • Ensure timely submission of the weekly reporting of the procurement unit;
  • Administer the Unit share drive;
  • Administer the Unit mailbox;
  • Update the various reporting tools to ensure proper monitoring of Contracts agreements, the LOAs, ensure Contract administration and liaise with Contract managers for timely issuance of the Contract amendment request;
  • Assist the International Procurement Officer to implement an internal control system that will ensure that purchase orders are properly and timely prepared and sent;
  • Assume the role of Secretary of the Local Procurement Committee (LPC), make sure that members are available and that documentation is timely submitted for their review, take notes and timely finalize the Meeting Minutes for LPC members signature;
  • Provide advice and support to other Procurement Assistants and to clients across the Organization on procurement procedures, regulations and the use of the GRMS Procurement Module;
  • Perform other related duties as required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
  • Bachelor degree or Higher in Supply Chain management, Business Administration, Procurement, Law or in one of the technical fields where FAO operates (agriculture, animal sciences, agronomy);
  • At least 1 year’ experience in supply chain, procurement, administration or related area is required;
  • Working knowledge of English;
  • Good knowledge of computer application, internet and office equipment.
  • National of Malawi
FAO Core Competencies
  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

  • Very good analytical skills, ability to understand the different steps of the procurement process and foresee, anticipate challenges;
  • Very good Planning and organizing abilities;
  • Very good communication skills;
  • Very good knowledge of the Oracle Procurement Module or other ERP system with ability to guide, direct and advise colleagues on its use and applications;
  • Very good knowledge of the public procurement principles and regulations

ADDITIONAL INFORMATION

  • FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
  • Incomplete applications will not be considered. If you need help please contact\: Careers@fao.org
  • Applications received after the closing date will not be accepted
  • Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
  • For additional employment opportunities visit the FAO employment website\: http\://www.fao.org/employment/home/en/

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.


This vacancy is now closed.