Procurement 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, including 194 countries and the European Union, FAO operates in over 130 countries worldwide. The organization focuses on transforming agrifood systems to be more efficient, inclusive, resilient, and sustainable, contributing to the 2030 Agenda. FAO Country Offices provide policy advice, technical assistance, and support to countries, ensuring effective operations aligned with international standards of accountability.

Job Overview:
The Procurement Assistant position is located in the FAO Country Office in Syria and is crucial for supporting the procurement processes within the organization. The incumbent will work under the general supervision of the FAO Representative in Syria and the direct supervision of the Procurement Specialist. The role involves technical knowledge of procurement processes and contractual arrangements with suppliers, ensuring that all procurement activities are conducted efficiently and in compliance with FAO standards. The Procurement Assistant will assist in preparing procurement plans, managing purchase requisitions, and ensuring timely delivery of goods and services. This position requires a proactive approach to vendor management and the ability to handle multiple tasks effectively while maintaining high standards of confidentiality and discretion.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Assistant include: assisting in the preparation of quarterly procurement plans for office consumable items; utilizing the Global Resource Management Systems (GRMS) software to create Purchase Requisitions; preparing and issuing tender documents, Purchase Orders, and Contracts; dispatching invitations to bid and responding to queries from suppliers and bidders; monitoring the delivery of goods and ensuring compliance with schedules; maintaining procurement documentation for easy retrieval; updating the procurement monitoring database; serving as the focal point for vendor management; backstopping the Procurement Assistant during their absence; and performing other related duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a university degree in business administration or a related field, along with a minimum of five years of relevant experience in procurement and administration. A working knowledge of both English and Arabic is required, and candidates must be nationals of Syria. The role demands strong organizational skills, the ability to manage tight deadlines, and the capacity to handle confidential information with discretion. Experience working with UN agencies is preferred, and candidates should demonstrate competencies in results focus, teamwork, communication, building effective relationships, and knowledge sharing.

Educational Background:
The educational background required for this position includes a university degree in business administration or an equivalent field. It is essential that the degree is obtained from an institution accredited or recognized in the World Higher Education Database (WHED), which is maintained by the International Association of Universities and UNESCO. This ensures that the educational qualifications meet international standards and are recognized for employment within the FAO.

Experience:
The position requires a minimum of five years of relevant experience in procurement and administration. This experience should include familiarity with procurement processes, vendor management, and the ability to work effectively in a fast-paced environment. Candidates should have a proven track record of managing procurement activities and ensuring compliance with organizational policies and procedures.

Languages:
Candidates must have a working knowledge of English and Arabic, as these are the mandatory languages for the position. Proficiency in both languages is essential for effective communication with suppliers, stakeholders, and team members within the FAO Country Office.

Additional Notes:
FAO does not charge any fees 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. For additional employment opportunities, candidates can visit the FAO employment website. It is important to note that the FAO only considers higher educational qualifications obtained from accredited institutions as listed in the WHED.