Procurement Assistant

Job Posting Organization:
The Food and Agriculture Organization of the United Nations (FAO) is an agency that leads international efforts to defeat hunger and improve nutrition and security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security. Established in 1945, FAO has a mission to help eliminate hunger, food insecurity, and malnutrition, making agriculture, forestry, and fisheries more productive and sustainable. The organization operates in over 130 countries and employs thousands of staff members dedicated to achieving its goals. FAO's strategic framework aligns with the 2030 Agenda for Sustainable Development, focusing on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable, ensuring that no one is left behind. The organization is committed to environmental sustainability, which is integral to its operations and objectives, particularly in assisting governments to develop policies and programs that promote food security and sustainable resource management.

Job Overview:
The Procurement Assistant plays a crucial role in supporting FAO's procurement services by performing a variety of routine administrative and control functions. This position is essential for ensuring timely and efficient procurement operations within the organization. The Procurement Assistant will be responsible for reviewing and preparing documentation related to procurement actions, which includes identifying potential suppliers, preparing invitations to bid, and managing purchase orders and contracts. The role requires a proactive approach to follow up on procurement actions, monitor the receipt of goods and services, and ensure that all documentation is accurate and complete. The incumbent will also be expected to report on the status of procurement actions and maintain organized records of all procurement activities. This position is vital for maintaining the quality and efficiency of FAO's procurement operations, directly impacting the organization's ability to fulfill its mission effectively.

Duties and Responsibilities:
The Procurement Assistant will be tasked with a comprehensive set of duties that include: reviewing and preparing routine documentation and correspondence related to procurement actions; identifying potential suppliers and preparing invitations to bid; summarizing bids and managing purchase orders and contracts; following up on purchase orders and contracts to ensure timely receipt of goods and services; reviewing invoices for accuracy and addressing discrepancies; filing documents and maintaining database records related to procurement actions; running periodic reports and ensuring accurate data input into systems; collaborating with supervisors to resolve problems and discrepancies; supporting corporate initiatives aimed at enhancing sustainability and reducing emissions; and performing other related duties as required. The role demands a high level of attention to detail and the ability to manage multiple tasks efficiently.

Required Qualifications:
Candidates must possess a secondary school education as a minimum requirement. Additionally, they should have at least three years of relevant experience in administrative, accounting, and/or procurement support work. A working knowledge of English at proficiency level C is mandatory, and candidates should also demonstrate good IT skills, particularly in the MS Office package and office technology equipment. Knowledge of procurement regulations and procedures is essential, and familiarity with FAO's administrative policies and procedures is desirable. Candidates should also exhibit competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The educational background required for this position is a secondary school education. This foundational level of education is essential for understanding the administrative and procurement processes that the Procurement Assistant will be involved in. Further training or certifications in procurement, administration, or related fields may enhance a candidate's qualifications but are not explicitly required for this role.

Experience:
The position requires a minimum of three years of relevant experience in administrative, accounting, and/or procurement support work. This experience should demonstrate the candidate's ability to handle procurement processes, manage documentation, and interact effectively with suppliers and internal stakeholders. Candidates with experience in international organizations or similar environments will be viewed favorably, as they will likely have a better understanding of the complexities involved in procurement operations within a global context.

Languages:
A working knowledge of English at proficiency level C is mandatory for this position. Additionally, having a working knowledge of French at the same proficiency level is considered a desirable qualification, as it may enhance communication with a broader range of stakeholders and clients within the organization and the region.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be nationals of Djibouti or possess a valid visa or work permit to be eligible for recruitment. It is important for candidates to reside within commuting distance of the duty station at the time of application, as this will facilitate daily travel between their residence and the workplace. The role is likely to be full-time, and the specific contract duration and compensation details will be provided during the hiring process.