Procurement Assistant

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Position Title: Procurement Assistant
Location: Cotabato City
Country: Philippines
Deadline Date: Not specified

Job Details

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 support to countries in the areas of agriculture, fisheries, and forestry. FAO Country Offices advocate, inform, and support policies and investments, provide technical assistance, and ensure accountable operations while aligning with the UN Sustainable Development Cooperation Framework (UNSDCF).

Job Overview:
The Procurement Assistant plays a crucial role in supporting FAO's procurement services by performing a wide range of routine administrative and control functions. This position is integral to ensuring timely and efficient procurement operations, which are essential for the successful implementation of FAO's projects, including the Development of Sustainable Fishery Value Chains in the Bangsamoro Autonomous Region in Muslim Mindanao. The Procurement Assistant will work closely with the Assistant FAO Representative for Administration and will be responsible for various tasks related to the procurement process, including document preparation, bid evaluation, and supplier follow-up. The role requires a proactive approach to problem-solving and the ability to work under pressure while meeting tight deadlines.

Duties and Responsibilities:
The Procurement Assistant will be responsible for performing operational functions related to the procurement process, which includes preparing documents for assigned procurement actions, identifying methods of solicitation, issuing tenders and purchase orders, evaluating bids, and following up with suppliers. The assistant will also attend tender opening panels, draft amendments or renewals to contracts and service orders, and prepare cases for the Local Procurement Committee. Additionally, the assistant will review purchase requisitions, orders, contracts, and tenders to ensure technical completeness and conformity with FAO rules. Timely completion of procurement actions is essential, and the assistant will advise requisitioning units on procurement issues, maintain database records, prepare monitoring reports, participate in supplier meetings, and support knowledge sharing across the Country Office. The role may also involve making initial determinations regarding disputes or claims arising from procurement processes and providing procurement reporting for auditing purposes.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Accountancy, or related disciplines. A minimum of four years of relevant and progressive experience in administrative, accounting, and/or procurement support work is required. Additionally, candidates must have a working knowledge (level C) of English and Filipino, and they must be nationals of the Philippines. FAO core competencies such as results focus, teamwork, communication, building effective relationships, and knowledge sharing are essential for this role.

Educational Background:
The position requires a university degree in Business Administration, Accountancy, or other related disciplines. Candidates must have their higher educational qualifications obtained from institutions accredited or recognized in the World Higher Education Database (WHED).

Experience:
Candidates should have at least four years of relevant and progressive experience in administrative, accounting, and/or procurement support work. This experience should demonstrate the ability to handle procurement processes effectively and efficiently, as well as the capacity to work under pressure in a complex humanitarian context.

Languages:
A working knowledge (level C) of English and Filipino is mandatory for this position. Excellent written and oral communication skills in both languages are essential. Knowledge of additional languages may be considered an advantage but is not explicitly required.

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 must be medically fit for appointment and meet any residency or visa requirements. The appointment is subject to security clearances. For additional employment opportunities, candidates can visit the FAO employment website.