Procurement Assistant

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Description

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• Perform and as necessary coordinate all procurement actions related to the assigned area of responsibility: retrieve purchase requisitions, enter potential suppliers/contractors into relevant systems, prepare all documents related to the procurement action including tender documents, issuance of Purchase Orders, Service Orders, simple contracts, amendments and renewals, handle all related incoming and outgoing correspondence and documentation; inform the supervisor of the status and any issues, problems and discrepancies.
• 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.
• Plan, organize and coordinate delivery schedules involving contact with international suppliers, domestic/international transportation companies, and Italian customs for international and national merchandise to FAO.
• Review invoices of incoming goods and customs clearance fees for accuracy; bring to the supervisor’s attention any discrepancies which may arise, prior to processing the payment.
• Identify potential sources of supply for goods and services required.
• Maintain database records regarding procurement actions undertaken, assigned tenders, purchase orders and contracts.
• Prepare and review periodic monitoring reports, taking action as instructed.
• Provide advice and support to other Procurement Assistants and to clients across the Organization on procurement procedures, regulations and the use of the ERP Procurement Modules.
• Supports corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.
• Perform other duties as required.

• The incumbent’s work impacts on the quality, timeliness and efficiency of FAO’s procurement operations.

• Education: Secondary School Education.
• Work Experience and Knowledge: Four years of experience in administrative, accounting and/or procurement support work.
• Languages: Working knowledge (proficient – level C) of French and limited knowledge (intermediate – level B) of English.
• IT Skills: Good knowledge of the MS Office package, Internet and office technology equipment.
• Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence. 

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

• Very good knowledge of the corporate computerized financial/travel/procurement/human resources systems.
• Very good knowledge of standard procurement regulations and procedures.

• Very good knowledge of FAO’s administrative policies and procedures.
• Very good knowledge of FAO structure.
• Knowledge of Corporate Environmental Responsibility

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