Job Detail

About FAO Organization

Job Description

There are two positions with duty station Kabul; this is a National Project Personnel position – SB3.

Reporting Lines

The Procurement Assistant – Goods/Services will work under the overall supervision of the FAO Representative, the direct supervision of the International Procurement Officer and technical guidance of CSLP in the FAO Regional Office for Asia and the Pacific and Headquarters.

Technical Focus

The Procurement Assistant – Goods/Services provides support in the coordination of the day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness, and conformity with relevant rules, procedures, and practices. S/he provides procedural guidance to clients regarding procurement procedures for goods/ services and contributes to timely and efficient procurement operations.

Tasks and responsibilities

• In strict compliance with FAO procurement guidelines and relevant FAO Manual Section provisions provide day-to-day procurement administrative support and perform tasks as related to procurement of goods, works and services;
• Review, check, monitor and implement the procurement steps as per established check lists and Standard Operating Procedures;
• Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:

• • Routine follow-up on procurement and informing the supervisor of the status;
  • Written responses to queries from external parties regarding procurement matters;
  • Establishment and maintenance of working files on procurement activity, including printing of all offers (for the assigned cases) from the e-tendering portal after the formal Opening by the Tender Opening Panel;
  • Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; examination and resolution of post-order problems and preparation of progress reports on procurement matters;
  • Liaison with the requesters on receipt of goods, equipment's and services given obtaining the proper delivery reports or similar to ensure all supporting documents are available for audit and review purpose;
  • Provide monthly reports on status of contracts progress and payment to Programme, Procurement and Operations Teams;
  • Conduct market research to add more qualified Service Providers to the database of shortlisted Service Providers practicing due diligence in verifying the Profile and Past Performance of the Service Providers;
  • Prepare and bi-monthly work on Procurement Plan together with the Procurement and make analyses of planned activities vis-à-vis planned dates to identify bottlenecks and ways of improvement;

• Implement the procurement plans through the issuance of tenders, following up on the evaluations, preparing commercial evaluations, drafting the submissions to the Review Committees, issuing contractual instruments (Contracts and GRMS ERP Purchase Orders), following up on delivery and closing the contractual instruments;
• Input to the preparation of procurement plans;
• Support to the Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;

• Perform any other duties as required.

Skills Required

• Ability to work effectively in team

Submission Guideline:

• To apply, visit the recruitment website at Jobs at FAO and complete your online profile. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications and language skills;
• Candidates are requested to attach a letter of motivation to the online profile;
• Once your profile is completed, please apply and submit your application;
• Your application will be screened based on the information provided on your online profile;
• 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 http://www.whed.net/
• Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications;
• Incomplete applications will not be considered;
• Personal information provided on your application may be shared within FAO and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
• Only applications received through the FAO recruitment portal will be considered;
• Your application will be screened based on the information provided in your online profile
• We encourage applicants to submit the application well before the deadline date.
• If you need help, or have queries, please contact: Careers@fao.org

Female applicants are highly encouraged to apply.

FAO IS A NON-SMOKING ENVIRONMENT