Procurement Support Assistant-SC 3

The main aim of 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 Bangladesh and the incumbent will be based in Dhaka, Bangladesh.

Reporting Lines

Under the overall guidance of the FAO Representative in Bangladesh (FAOR), and the direct supervision of the International Procurement Officer (IPO), the incumbent will carry out the following duties

• Receive completed Purchase Requisitions through the Global Resources Management System (GRMS), as routed from the IPO, and prepare Request for Proposals, Invitation to bid, request for quotations, etc., following guidelines provided in the FAO CSAP Guidelines;
• Where Direct Procurement is proposed by the requester, review justification provided and, if confirmed that competitive procurement will be possible, obtain prior clearance of the IPO before finalization.
• Prepare financial analysis of quotations received after receipt of the technical evaluation from the requesters;
• Prepare Purchase Orders and Service Agreements for the procurement of goods and services (i.e. stationery and supplies, transportation, etc.);
• Utilize the FAO In-Tend online system for ITB and RFP solicitations in a timely manner.
• Monitor the delivery of goods and services against the delivery times offered by suppliers and service providers and as indicated on the Purchase Orders and Service Agreements issued; monthly print and review the GRMS PO reports and take required action for timely delivery;
• Assist requesters in the preparation of procurement plans through input of challenges and current market price information, taking into consideration timelines for receiving invitations to bids and request for proposals;
• Retrieve, enter, select, analyse and summarise procurement data, including the FAO’s corporate systems and databases (e.g. GRMS, etc.); verify accuracy of procurement data and documents; make necessary calculations;
• Collect and compile data for recurring reports on procurement, as may be required;
• Review Open GRMS Purchase Orders assigned and final close after full payment is made for goods or services received;
• Daily review GRMS Purchase Requisitions (PR) assigned to you and ensure that Purchase Orders are issued against all PR assigned to you in a timely manner; take the appropriate action to final close completed purchase orders;
• Develop in-depth knowledge of FAO procurement procedures and guidelines; and ensure that procurement actions are in-line with Manual Section (MS) 502;
• Respond to queries related to purchase actions and file procurement documents;
• Checks the correct category code for purchasing of assets (non-expendable items) to avoid miscoded items in the asset addition process;
• Perform other related duties as required.

• Bachelor degree in a discipline relevant to the position
• Candidates with procurement experience will get preference.
• National of Bangladesh

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

Technical/Functional Skills

• Ability to work under pressure in an independent manner within an inter-disciplinary team of personnel with different educational backgrounds and cultural orientations; and demonstrated skills in managing and working with people at all levels;
• Good knowledge of corporate computerized administrative systems
• Good knowledge of the communication and documentation standards
• Excellent oral and written communication skills in English and computer literate.