National Project Personnel - Procurement

Organizational Setting

FAO Ukraine is a project management Office headed by the Regional Programme Leader (RPL) under the operational responsibility of the Regional Office for Europe and Central Asia. FAO Ukraine is contributing to the development of national 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.

Reporting Lines

Under the overall supervision of FAO Regional Programme Leader for Europe and Central Asia, and the direct supervision of FAO Ukraine Head of Office, in close coordination with Project Coordinators, Operations and Technical Officers, the NPP will be responsible for the provision of support to Procurement of FAO portfolio in Ukraine.

The NPP reports to the Head of Office/Program Coordinator as applicable and receives guidance from country office staff. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

Technical Focus

The NPP 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

• 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;
• 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;
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in economics, business administration, procurement and other related fields.
• Three years of experience in administrative, accounting and/ or procurement support work,
• Working knowledge (Level C) of English and level B of French or Spanish Advanced knowledge of English. Knowledge of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish) is an advantage.
• Good knowledge of the MS Office package, Internet and office technology equipment.
• National of Ukraine.

FAO Core Competencies

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

Technical/Functional Skills

• Very good knowledge of the corporate computerized financial / travel / human resources systems
• Good knowledge of procurement regulations and procedures