Procurement Assistant

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.
Specifically, FAO Country Offices\:
(i) advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii) provide technical assistance and deliver core services;
(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
(v) ensure risk-smart and accountable operations and management.

The position is located in the FAO Country Office in Syria.

Reporting Lines

Under the general supervision of the FAO Representative in Syria and the direct supervision of Procurement Specialist in close cooperation with all other FAO staff/colleagues, the incumbent will perform following duties and responsibilities.

Technical Focus

The incumbent will provide technical knowledge of the procurement processes within FAO as well as the contractual arrangements with supplier using appropriate standard models in addition to the follow up from bidding to delivery of the orders goods

Tasks and responsibilities

• Assist in preparing procurement plan on a quarterly basis for all office consumable items;
• Using GRMS (Global Resource Management Systems) software for creating PR (Purchase Requisition) for any type of procurement;
• Assist the Procurement Specialist and Procurement Assistant in preparing and issuing tender documents, Purchase Orders/Contracts and POs/Contracts amendments using appropriate standard models appropriate, ensuring that all relevant information has been provided and that tenders/contracts documents are complete.
• Dispatch to supplier’s invitations to bid, clarifications, purchase orders/Contracts, amendments to PO/Contracts both by email and physically by hand when needed.
• Respond to telephone/email queries from potential suppliers, bidders, contractors, requesters and directs queries as necessary to responsible Officers thus prepare/issue official clarifications to all invited vendors.
• Monitor and carry out follow-up action on both invitations and POs acknowledgement, delivery by suppliers and acknowledgement by consignee, ascertain that goods are shipped according to promised schedules and arrive as per schedules in order to close PO.
• Support in filing all procurement documents for easy retrieval when required.
• Maintain and update the procurement monitoring date base including keeping track of all Purchase Orders issued and make recommendation for payment.
• Serves as focal point for vendor management including vendor registration, vendor performance rating and reviewing list of invitees (vendor) for each solicitation;
• Backstop the Procurement Assistant during his/her absence.
• Perform other related duties assigned by the supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• The candidate must have at least a Bachelor degree in economics, business administration, purchasing, supply chain management, or any related fields
• A Minimum of Five years of procurement experience.
• Working knowledge of English and Arabic
• National of Syria

FAO Core Competencies

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

Technical/Functional Skills

• Ability to manage tight deadlines & competing workloads
• Ability to deal with confidential and sensitive information with tact and discretion
• Excellent organizational skills.

Selection Criteria

• Working experience with UN Agencies is preferable

ADDITIONAL INFORMATION