Logistics Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the UN that leads international efforts to defeat hunger. Established in 1945, FAO's mission is to achieve security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">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 operates in over 130 countries worldwide, providing policy advice and technical assistance to improve agrifood systems. The organization focuses on sustainable agricultural practices, enhancing productivity, and increasing resilience to natural disasters and climate change. FAO collaborates with various stakeholders, including governments, civil society, and the private sector, to address challenges in agriculture, fisheries, and forestry, particularly in the Philippines, where it has been active for over four decades.

Job Overview:
The Logistics Assistant position is crucial for providing operational support to the procurement-related work of the FAO project in the Philippines. The incumbent will be responsible for a variety of tasks that ensure the smooth functioning of procurement processes, which are vital for the successful implementation of FAO's initiatives. This role requires a strong understanding of procurement regulations and the ability to manage multiple tasks efficiently. The Logistics Assistant will work closely with the Assistant FAO Representative (Administration) and will be involved in preparing procurement documents, evaluating bids, and maintaining procurement databases. The position demands a proactive approach to problem-solving and the ability to communicate effectively with suppliers and internal stakeholders. The successful candidate will play a key role in ensuring that procurement actions are completed in a timely manner, contributing to the overall success of FAO's mission in the region.

Duties and Responsibilities:
The Logistics Assistant will perform a comprehensive set of duties, including but not limited to:

• Performing operational functions related to the procurement process, such as preparing documents for assigned procurement actions, identifying methods of solicitation, issuing tenders and purchase orders, and evaluating bids.
• Following up with suppliers and attending tender opening panels.
• Drafting amendments or renewals to contracts and service orders under supervision.
• Preparing and presenting cases to the Local Procurement Committee.
• Reviewing purchase requisitions, orders, contracts, and tenders to ensure technical completeness and conformity with FAO rules.
• Ensuring timely completion of procurement actions and providing updates on procurement activities.
• Maintaining and monitoring database records related to procurement actions, tenders, and contracts.
• Coordinating the collection of statistical information on procurement actions.
• Preparing, reviewing, and analyzing periodic monitoring reports and making recommendations. 1
• Participating in meetings with suppliers and addressing disputes or claims arising from procurement processes. 1
• Providing procurement reporting and clarification for auditing purposes. 1
• Carrying out any other relevant duties as requested by the FAO Representative.

Required Qualifications:
Candidates must meet the following minimum requirements:

• A university degree in accountancy, business administration, management, or a related discipline relevant to the assignment.
• At least four (4) years of practical experience in procurement, logistics, or related fields.
• Must be a national of the Philippines.
• A working knowledge (level C) of English and Filipino is essential. Candidates should also demonstrate FAO core competencies, including results focus, teamwork, communication, building effective relationships, and knowledge sharing. Technical skills in working under pressure and adapting to complex humanitarian contexts are also required.

Educational Background:
The position requires a university degree in a relevant field such as accountancy, business administration, or management. It is essential that the educational qualifications are obtained from an institution accredited or recognized in the World Higher Education Database (WHED). This ensures that the candidate's educational background meets international standards and is recognized by FAO.

Experience:
Candidates should have a minimum of four (4) years of practical experience in procurement, logistics, or related fields. This experience should demonstrate the candidate's ability to handle procurement processes effectively and efficiently, as well as their familiarity with the relevant regulations and procedures. Experience in a humanitarian or development context is highly desirable, as it indicates the candidate's ability to work under pressure and adapt to evolving situations.

Languages:
The mandatory languages for this position are English and Filipino, with a working knowledge (level C) required in both languages. Proficiency in these languages is crucial for effective communication within the organization and with external stakeholders. Additional language skills may be considered an asset but are not mandatory.

Additional Notes:
FAO does not charge a fee at any stage of the recruitment process, including application, interview, or processing. Applications received after the closing date will not be accepted. Candidates should be aware that appointment is subject to certification of medical fitness, accreditation, residency or visa requirements, and security clearances. The position may involve working in a full-time capacity, and candidates should be prepared to engage in a dynamic and collaborative work environment.