Procurement Assistant

Organizational Setting

The main aim of the FAO Country offices, which are headed by the FAO Representative, is to assist governments to develop policies, programmes, and projects to achieve food security and to reduce hunger and malnutrition, to help develop agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. This position is located in Kampala, Uganda.

Reporting Lines

Under the overall supervision of the FAO Representative in Uganda, the direct supervision of the Operations Officer in close collaboration with the Assistant FAO Representative (Administration), and in close coordination with programme, operations, and administrative personnel.

Technical Focus

The Procurement Assistant will support the coordination of Procurement aspects/activities related to FAO Uganda program portfolio and ensure that all Procurement activities are carried out effectively and in line with FAO rules and procedures. The Procurement Assistant will play the following roles and responsibilities\:

Tasks and responsibilities

• Support the procurement specialist in the preparation of solicitation process, identification of method of solicitation, preparation of tendering documents (including Expressions of Interest [EOI], Request for Quotations [RFQs], Invitations to Bid [ITBs], Request for Proposals [RFPs]), distribution of invitations to tender and in all aspects of bid/proposals evaluations and ensure that the solicitation process is fair, objective and transparent and that it follows the general principles, as set forth in the FAO Manual Section;
• Ensure tracking of all procurement processes from receiving and reviewing procurement requisitions for completeness up to delivery/completion of goods/services, acceptance, payment, and follow up with requesting/requisitioning units to ensure that all requirements are met.
• Contribute to preparing a procurement plan for FAO Uganda and ensure its regular update and monitoring of implementation.
• Support the review purchase requisitions, orders, contracts, and tenders to ensure that they are technically complete and in full compliance of established FAO rules, procedures.
• Organize, participate, and prepare minutes of the Local Procurement Committee (LPC) ensuring that supporting documents are submitted on time and participants mobilized to ensure quorum.
• Draft purchase orders, works and service contracts, Lease Agreements (LAs), as well as amendments and/ or renewals and keep track of their deliverable milestones including expiry and inform for action.
• Verify operational and technical clearances prior to launching procurement actions and ensure that the funds available are allocated in consultation with the responsible staff.
• Ensure that the invoices/payment requests are received, certified and include all the supporting documents that are required for finance to process the payment; in cases of quality issues refer the case to the procurement specialist to coordinate with the technical team on liquidated damages to apply before forwarding invoices for payment and for delays in delivery recommend the application of liquidated damages as per FAO rules and regulations.
• Prepare reports and routine correspondence on procurement subject-matters.
• Draft justifications/rationale and Notes for the File related to procurement when and as needed.
• Maintain an accurate and updated filing system in the Procurement Unit; and assist in the classification and maintenance of documentation relating to procurement subject-matter areas.
• Identify local dealers and potential suppliers of goods and services from the local market applying MS 502 FAO procurement rules and regulations and maintain an updated suppliers’ and vendors’ database; prepare vendor forms for suppliers and contractors' registration into FAO systems.
• Liaise with Logistics Unit for timely preparation and receipt of letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations.
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Procurement
• At least one year of in-country work experience in procurement.
• Currently pursuing/ completed CIPS (Chartered Institute for Purchasing and Supply)
• Working knowledge (level C) of English (oral and written).
• National of Uganda.

FAO Core Competencies

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

Technical/Functional Skills

• Demonstrated ability to work in a multicultural team.
• Demonstrated ability to work under pressure and meet deadlines.
• Good understanding of supply chain procedures.
• Knowledge of market research
• Knowledge of Microsoft office software packages (MS Word, Excel, etc.) and experience in handling web-based procurement management systems.

ADDITIONAL INFORMATION