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 FAO Tanzania office works under the overall corporate guidance and in line with the Strategic Framework, offering policy advice and supporting the country in the mandated areas of FAO. This includes facilitating partnerships, resources, and an active country program that provides technical assistance, develops capacities, and delivers core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.

Job Overview:
The Procurement Assistant plays a crucial role in the procurement operations of the FAO Tanzania office. This position involves providing technical support and assisting in the coordination of day-to-day procurement activities. The Procurement Assistant is responsible for ensuring that procurement actions are consistent, timely, and conform to relevant rules, procedures, and practices. The role requires collaboration with various project management teams and other FAO offices to provide and coordinate procurement support. The Procurement Assistant will also provide procedural guidance to clients and staff regarding procurement rules and procedures, ensuring that all procurement actions are executed efficiently and effectively.

Duties and Responsibilities:
The Procurement Assistant will have a comprehensive set of duties and responsibilities, including:

• Providing technical support to effectively coordinate all procurement actions related to the assigned area of responsibility.
• Creating purchase requisitions in the GRMS system and entering potential suppliers/contractors into relevant systems.
• Assisting with all documents related to procurement actions, including tender documents, drafting simple contracts, amendments, and renewals, while handling all related incoming and outgoing correspondence and documentation.
• Informing the supervisor of the status and any issues, problems, or discrepancies related to procurement actions.
• Supporting the follow-up on the status of new purchase orders and contracts for all approved Purchase Requisitions.
• Monitoring the receipt of goods and services and the shipment of received goods to beneficiaries.
• Assisting with planning and coordinating delivery schedules, involving contact with international suppliers, domestic/international transportation companies, and Tanzania customs for international merchandise to FAO.
• Reviewing invoices and customs clearance fees for accuracy and flagging discrepancies before payment processing.
• Supporting the identification of potential sources of supply for goods and services required. 1
• Maintaining an active procurement plan and database records regarding procurement actions undertaken, assigned tenders, purchase orders, and contracts. 1
• Preparing and reviewing periodic monitoring reports and taking appropriate actions as needed. 1
• Assisting in processing VAT refund requests. 1
• Performing other duties as required.

Required Qualifications:
Candidates must meet the following minimum requirements:

• A first-level degree in Procurement, Business Administration, Public Administration, Finance, Economics, Commerce, or a related field is required.
• A minimum of four years of experience in administrative, accounting, and/or procurement support work, with at least two years specifically in procurement.
• A working knowledge (level C) of English and Swahili is essential.
• Candidates must be nationals of Tanzania or residents of the country with a valid work permit.

Educational Background:
The educational background required for this position includes a first-level degree in a relevant field such as Procurement, Business Administration, Public Administration, Finance, Economics, Commerce, or a related discipline. This educational foundation is crucial for understanding the complexities of procurement processes and regulations, as well as for effectively managing procurement actions within the FAO framework.

Experience:
The position requires a minimum of four years of experience in administrative, accounting, and/or procurement support work. Out of these four years, at least two years must be specifically in procurement. This level of experience is necessary to ensure that the Procurement Assistant is well-versed in procurement processes, regulations, and best practices, enabling them to effectively support the procurement operations of the FAO Tanzania office.

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

Additional Notes:
This position is likely to be full-time and may involve a contract duration that is not specified in the provided information. The role is focused on national recruitment, specifically targeting candidates who are nationals of Tanzania or residents with valid work permits. Compensation and benefits details are not provided, but candidates can expect to work within the framework of FAO's policies and procedures, which typically include competitive salaries and benefits aligned with UN standards.