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The Procurement Assistant 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.
The Procurement Assistant reports to International Administrative Officer. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.
The incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization, providing a wide variety of routine administrative and 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 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.
Impact of work
The incumbent’s work impacts on the quality, timeliness and efficiency of FAO’s procurement operations.
MINIMUM REQUIREMENTS – candidates will be assessed against the following
- Education: Secondary School Education. University Degree in Procurement will be an added advantage
- Work Experience and Knowledge: Three years of experience in administrative, accounting and/ or procurement support work,
- Languages: Working knowledge (Level C) of English
- FAO Core Competencies
- Results Focus
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Very good knowledge of the corporate computerized financial / travel / human resources systems
- Good knowledge of procurement regulations and procedures
- Good knowledge of the MS Office package, Internet and office technology equipment
DESIRABLE QUALIFICATIONS AND SKILLS: Good knowledge of FAO’s administrative policies and procedures
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