Overview
The Procurement Assistant will perform a range of procurement duties and functions to ensure consistent service delivery in line with organizational requirements and in cooperation with different operations and programme units.
Key Responsibilities
- Ensure procurement activities are completed in compliance with UN/FAO rules, regulations, policies, and strategies.
- Draft EOIs, RFQs, ITBs, and RFPs; handle the receipt of bids/proposals, conduct eligibility compliance checks, and prepare commercial evaluations.
- Monitor procurement processes from requisition through delivery, acceptance, and payment, ensuring all requirements are met and maintain procurement tracking sheets.
- Prepare submissions to the FAO Local Procurement Committee (LPC), draft purchase orders, contracts, LTAs, LoAs, MoUs and relevant amendments.
- Ensure payment requests/invoices are certified and complete, facilitating payment processing.
- Maintain and update the supplier/vendor database and assist in supplier registration with UNGM.
- Ensure timely customs clearance and the safe arrival of shipments by liaising with relevant units.
- Regularly report to the International Operations Specialist on the status of procurement activities.
- Conduct monthly meetings with project managers and Operations Units to ensure procurement plans are well-designed, implemented, and monitored.
- Draft correspondence and maintain contact with suppliers and contractors for follow-ups and issue resolution.
- Register new suppliers and vendors in GRMS and UNGM databases.
- Prepare procurement justifications and notes for the files as needed.
- Maintain the filing and archiving system within the Procurement Unit.
- Perform other duties as and when required.
Required Experience
• At least five (5) years of relevant and progressively responsible experience in procurement, supply chain, logistics, administration, or operations support, preferably within UN, international organizations, or development projects.
Qualifications
• University degree in Business Administration, Procurement, Supply Chain Management, Accounting, Finance, or another closely related discipline.
