Procurement Associate

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Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

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FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase

All applications will be treated with the strictest confidentiality

Organizational Setting

The main aim of the FAO country offices, which are headed by an 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 the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Main Purpose

The Procurement Associate provides and coordinates day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness and conformity with relevant rules, procedures and practices. He/ she provides procedural guidance to clients and staff across the Organization regarding procurement rules and procedures.

Supervision Received/Exercised

The Procurement Associate reports to the international Procurement Officer Work is performed largely autonomous, expressing initiative and independent judgment. Supervision received is focused on the quality of work outputs and is facilitating service delivery. The incumbent provides guidance and training to procurement support staff and advices clients throughout the Organization.

Working Relationships

The Procurement Associate maintains a wide range of contacts with managers, staff, and suppliers inside and outside the Organization, ensuring the quality and consistency of procurement support services and the compliance with relevant policies and procedures.

Key Functions/Results

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/ or renewals to contracts and service orders under the guidance of the supervisor(s), applying in-depth knowledge of the procurement applications and regulations etc.;
• Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated;
• Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues;
• Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated;
• Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed;
• Participate in meetings with suppliers;
• Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service;
• Act as the Contracts Unit focal point for GRMS, UNGM and Intend;
• Review current processes and make recommendations to improve purchasing systems and procedures;
• Perform other duties as required.

Impact Of Work

The incumbent's work impacts on the quality, timeliness and efficiency of FAO's procurement operations. He/she plays a lead role in the coordination and provision of the procurement support services for the successful achievement of the Department/Office's mandate.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education

Experience: Five years of experience in procurement support work

Languages: Working knowledge (Level C) of English

Competencies

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

Technical Skills

• Thorough knowledge of the procurement regulations and procedures of any public or international entity or organization.
• Good knowledge of the International Commercial Terms (INCOTERMS) and their application
• Thorough knowledge of the ERP Procurement Module and ability to guide, direct and advise colleagues on its use and applications

Desirable Qualifications and Skills

• Thorough knowledge of UN system procurement regulations, policies and procedures
• Certification on procurement delivered from an internationally recognized institution is an asset.
• Extensive knowledge and experience in automated information management systems reporting and monitoring tools
• Limited knowledge of French (Level B)
• Thorough knowledge of FAO's administrative policies and procedures

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

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