Procurement Assistant

Reporting Lines

The Procurement Assistant will be under the direct supervision of the Assistant FAO Representative (Administration) in the Philippines and in close collaboration with the Project Team Coordinator, Programme Management Specialist (PMU) and Community Resilience and Emergency Response Adviser.

Technical Focus

The Procurement Assistant will provide procurement and administrative services to ensure the efficient implementation of project activities in accordance with FAO rules and procedures. He/she will assist in routine administrative and control functions in support of FAO’s procurement services.

Tasks and responsibilities

· Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers, preparation of invitations to bid, bid summaries, purchase orders and/or contracts, simple contractual amendments, renewals; obtain clarifications when necessary.
· Follow up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services, receipt of performance bonds or other necessary documentation.
· Review invoices of incoming goods, transportation services and custom's clearance fees for accuracy; bring to the supervisor's attention any discrepancies which may arise, prior to processing the payment.
· Report on the status of procurement actions.
· File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts.
· Run periodic reports, taking action as requested.
· Ensure data input into systems as accurate.
· Review with the supervisor problems and discrepancies related to assigned actions.
· Supports corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.
· Perform other related duties as required.
· Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING:

Minimum Requirements

· University degree in the field of Business Administration, Accountancy or other related disciplines.
· At least five years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support work on project implementation at field level.
· Working knowledge (level C) of English
· A national of the Philippines

FAO Core Competencies

· Results Focus
· Teamwork
· Communication
· Building Effective Relationships
· Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

· Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams
· Excellent written and oral communication skills in English and Filipino.
· Excellent writing, and report writing skills in English and Filipino.
· Willingness to travel to project sites as required.
· Working knowledge of relevant local dialects is an advantage
· Intermediate computer skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at
• For additional employment opportunities visit the FAO employment website: style="font-family:Arial, Helvetica, sans-serif;font-size:12px;"> Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.