FAO-Procurement Assistant

Job ID/Title :FAO-Procurement Assistant
Brand :FAO
Application Deadline :16-Apr-13
Duty Station :East Jerusalem
Languages Required :Arabic, English,   
Duration of Initial Contract :One year with possibility of extension
    
 

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Background:
Under the general supervision of the FAO Head of Office and direct supervision of the FAO National Administrative and Finance Officer, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.
   
The Procurement Assistant works in close collaboration with the operations programme and projects staff in the Country Office and FAO HQs staff to exchange information and ensure consistent service delivery.
 
Description of Responsibilities:
1-Ensures implementation of operational strategies focusing on achievement of the following results:
-Full compliance of procurement activities with UN/FAO rules, regulations, policies and strategies;
-Provision of inputs to the Country Office Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2-Supports procurement processes for the Country Office focusing on achievement of the following results:
-Support to organization of procurement processes including preparation of request for quotation (RFQs), Invitation to Bid (ITBs) or Request for Proposal (RFPs) documents, receipt of quotations, bids or proposals, their preliminary evaluation;
-Prepares submissions to FAO Procurement Committee;
-Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services, vendor creation, maintenance of the filing system in the procurement Unit;
-Prepares updates Letters of Agreement (LoAs) and Memorandum of Understanding (MoUs) and keeps track of their payment schedules; implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched.
-Timely corrective actions on purchase orders with budget check errors and other problems;
-Usage of valid Long Term Agreements (LTA) and ensuring that it is well managed;
-Prepares reports on procurement subject-matters;
-Maintenance of proper filing system for procurement records and documents.
-Update the vendors and suppliers in GRMS.

3-Supports knowledge building and knowledge sharing in the Country Office focusing on achievement of the following results:
-Participation in the trainings for the operations/ projects staff on Procurement;
-Sound contributions to knowledge networks and communities of practice.

4-Performing other duties as and when required.
 
 Impact of Results

The key results have an impact on the execution of the CO procurement services management in terms of quality and accuracy of work completed.  Accurate data entry, presentation of information and client-oriented approach enhances FAO capability in provision of procurement services.
 
 
Competencies :
Core Competencies

Demonstrates commitment to FAO’s mission, vision and values;
-Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
-Demonstrate corporate knowledge and sound judgment;
-Self-development and initiative-taking;
-Acting as a team player and facilitating team work;
-Facilitating and encouraging open communication in the team, communicating effectively;
-Creating synergies through self-control;
-Managing conflict;
-Informed and transparent decision making;
-Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
-Informed and transparent decision making.

Functional Competencies:   
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
-Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
-Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures
-Understands the main processes and methods of work regarding to the position
-Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
-Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change
-Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
-Uses information/databases/other management systems
Client Orientation

Level 1.1:  Maintains effective client relationships
-Reports to internal and external clients in a timely and appropriate fashion
-Organizes and prioritizes work schedule to meet client needs and deadlines
Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information
-Gathers and disseminates information on best practice in accountability and results-based management systems.

Qualifications :
Education:
Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:
5 years of relevant procurement experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
Language Requirements:
Arabic mother tongue and excellent knowledge of English language.

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