Procurement Assistant

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

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

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values
• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

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:
(i) Promotion of inclusive and sustainable agrifood systems to address food security and nutrition
(ii) Building resilience to climate change, agricultural threats and crisis;
(iii) 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.

FAO Core Competencies

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

Technical/Functional Skills

• Demonstrated knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services.
• Extent and relevance of experience in public sector procurement dealing with complex contractual issues including revising, drafting of contract, formulating options and proposing recommendations.
• Extent and relevance of experience in identifying clients’ procurement-related needs and in providing support and guidance from clients’ point of view.
• Demonstrated ability to draft complex documents in English is considered a strong asset.

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

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 http://www.whed.net/
• For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required. Vaccination status will be verified as part of the medical clearance process.

HOW TO APPLY

• 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
• 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 create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

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