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Procurement Assistant

Posted in


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Job Type

Full Time





Description :

Job Description

Organizational Settings

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.

Reporting Lines

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.

Technical Focus

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

IT Skills

  • 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
  • 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


How to apply

Please Click Here

Deadline:9 January 2019

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