Procurement Support 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\:
• advocate, inform and support policies and investments in the areas of FAO’s mandate;
• provide technical assistance and deliver core services;
• assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation;
• position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and
• ensure risk-smart and accountable operations and management.

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

Reporting Lines

This is a SC-3 position and under the overall guidance of the FAO Representative in Bangladesh (FAOR) and the direct supervision of the International Procurement Officer (IPO), and in close collaboration with the respective FAO Bangladesh Programme and Administrative Units, the incumbent will undertake the tasks outlined below\:

Technical Focus

Carry out day-to-day procurement operations, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices.

Tasks and responsibilities

• Assist in and contribute to the planning and management of all procurement and contractual requirements related to FAO Bangladesh;
• Assist requesters in the preparation of procurement plans through input of challenges and current market price information, taking into consideration timelines for receiving the requirement, issuance of tenders, evaluation of tenders, issuance of contracts, inspection and delivery;
• Undertake regular updates of the Procurement Plan;
• Receive completed Purchase Requisitions through the Global Resources Management System (GRMS), as routed from the IPO, and prepare Request for Proposals (RFP), Invitation to Bid (ITB), Request for Quotations (RFQ), etc., following guidelines provided in the FAO Manual Section (MS) 502;
• Conduct market research, identify potential suppliers and maintain vendors’ registration database ensuring all entries are properly documented and filed. Liaise regularly with current and potential suppliers in regard to various issues\: acceptance and signing of POs, terms of payment and delivery of goods, services or works, warranty contracts and price schedules;
• Utilize the FAO In-Tend online system for publishing RFQ, ITB and RFP solicitations in a timely manner.
• Perform procurement of goods, services and works, ensuring its compliance with related FAO regulations, and execute relevant transactions in the GRMS. Perform regular creation, closure and reconciliation of Purchase Orders (POs). Review Open GRMS Purchase Orders assigned and final close after full payment is made for goods or services received;
• Prepare financial/commercial analysis of quotations/proposals received after receipt of the technical evaluation from the requesters;
• Submit procurement cases to the Local Procurement Committee;
• Draft POs/contracts/agreements with vendors after careful and extensive preparatory work in close consultation with the IPO and requestor. Making necessary records and documentation to properly keep and maintain procurement and contract files.
• Monitor the delivery of goods and services against the delivery times offered by suppliers and service providers and as indicated on the Purchase Orders and Service Agreements issued; monthly print and review the GRMS PO reports and take required action for timely delivery;
• Daily review GRMS Purchase Requisitions (PR) assigned and ensure that POs are issued against all PR assigned in a timely manner;
• Respond to queries related to purchase actions and file procurement documents;
• Checks the correct category code for purchasing of assets (non-expendable items) to avoid miscoded items in the asset addition process;
• Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor's degree in procurement, supply chain management, public/business administration or any other relevant field.
• Minimum three (3) years of relevant working experience in procurement and/or supply chain management.
• Working knowledge of English and Bangla.
• National of Bangladesh.

FAO Core Competencies

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

Technical/Functional Skills

• Strong analytical skills\: ability to summarize and present complex information in an effective manner.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems.
• Excellent planning and organizational skills, self-motivated and efficient, willing to pay attention to details.
• Experience with UN organizations, international bodies, or institutions is an asset.
• Ability to draft correspondence, summary of meetings and notes for the records.
• Excellent communication, networking, written and presentation skills.

Selection Criteria

• You should submit a cover letter with your application.
• Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.

ADDITIONAL INFORMATION