Procurement Assistant

Organizational Setting

The main aim of the FAO country offices, which are headed by an FAO Representative (FAOR) , is to assist governments to develop policies, programmes, and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner. For the period 2022-2026, the FAO Office in Zimbabwe is supporting Government efforts through the Country Programme Framework (CPF) which is based on three pillars: 

• Promotion of inclusive and sustainable agrifood systems to address food security and nutrition
• Building resilience to climate change, agricultural threats and crisis;
• Sustainable management of natural resources and environmental protection.

The position is located in Harare, Zimbabwe and the level is SC6.

Reporting Lines

• The Procurement Assistant works under the overall supervision of the FAO Representative in Zimbabwe (FAOR) and direct supervision of the Procurement Officer. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office staff.

Technical Focus

• Procurement of goods and services and quality assurance for Letters of Agreement in compliance with FAO’s rules and regulations.

Tasks and responsibilities

The incumbent will perform the following duties: 

• Prepare solicitation process, identifies method of solicitation, drafts tendering documents, identifies sourcing strategy and distributes invitations to tender, also using e-tendering system and supports bid/proposals evaluations while ensuring the solicitation process is fair, objective and transparent and that it follows the general principles, as set forth in the FAO Manual Section
• Undertake the buyer function in conformity with FAO’s rules and regulations
• Prepare a consolidated annual procurement plan for the office
• Advise requisitioning units on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle, meeting objectives under tight deadlines.
• Prepare and present cases to the relevant Procurement Committees
• Undertake commercial evaluation of offers and prepare commercial evaluation summaries/tables
• Organize and participate in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC).
• Issue timely Purchase Orders, Services Orders or Service Contracts as required
• Participate in  conduction of site inspections, bidder’s conferences and contract negotiations.
• Coordinate with forwarding agents relating to custom clearance, packing, and shipment of goods and maintains logistics records of such procurement-related activities.
• Conduct market research to keep abreast of market developments; research and analyses statistical data and market reports on the world commodity situation, production patterns and availability of goods and services.
• Contribute to updating procurement policies and related tools, provides procurement reporting as well as clarification/information for auditing purposes.
• Ensure proper record-keeping of procurement activities in the Procurement Database and the Contracts Database
• Make initial determinations and recommendations concerning disputes or claims arising from contractual instruments or procurement processes
• Follow up the timely receipt of invoices for payment from suppliers after the delivery of goods and services
• Perform any other related duties as assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• University degree in Purchasing & Supply management, Supply chain and Logistics, Law, Business management/ administration, Economics, Accounting, or a related field.
• At least five (5) years’ experience in procurement related activities.
• Working knowledge (level C) of English.
• National of Zimbabwe or resident in the country with a valid work permit.

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2402662