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Procurement Assistant

Food and Agriculture Organization

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Job Description

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Description

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The Food and Agriculture Organization (FAO) of the United Nations is implementing a project OSRO/SRL/083/JPN “Development of Self-sustained Culture-based Inland Fisheries to ensure Food and Nutritional Security and Livelihood Improvements in Rural Communities in Sri Lanka”   which aims to enhance food and nutritional security, strengthen resilience, and improve livelihoods in rural communities, specifically of fisherfolks, across the targeted districts in Sri Lanka for a period of  one year. Targeting four districts of Kurunegala, Mullaitivu, Monaragala, and Batticaloa, the initiative focuses on boosting inland fish production from reservoirs, which form a significant part of Sri Lanka’s fishery sector. It will assist Sri Lanka to adapt and effectively enhance fish seed production, increase fish fingerling stocking, improve reservoir fisheries management, and expand market opportunities. The project envisions empowering small-scale inland fishers, fisheries societies, aquaculture farmers, and rural communities, particularly those below the poverty line and in post-war affected areas.
FAO is recruiting a Procurement Assistant, to support the procurement processes and implementation of this project. The post is based in Colombo, Sri Lanka.
She or he will be working under the overall guidance of the AFAOR (Programme) and the AFAOR (administration).
Programme development, coordination and operational assistance based on the knowledge of the local conditions, culture, language and institutions of the country of assignment.
Under the direct supervision of the Assistant FAO Representative (Administration), the Procurement Assistant shall:
  • Assist in the procurement of goods and services for the project as required.
  • Maintain a comprehensive Annual/ quarterly Procurement Plan based on the information obtained from the representation and the Project Manager.
  • Review procurement requests, ensuring the completeness of information and obtaining additional information and documentation as required. Support in completion of specifications etc. required to initiate the procurement action. 
  • Determine the appropriate procurement method regarding the items to be procured and the expected cost and identify potential sources of procurement.
  • Coordinate with HQ procurement unit and Regional Office and obtained technical clearance and ad-hoc re-delegation of authority for the procurements exceeding the delegation authority of FAOR.
  • Preparation of tender documents, dispatch the same on Intend to the potential suppliers and open the bids, in the presence of the Procurement Committee.
  • Preparation of financial evaluation of bids for tenders and request relevant subject specialists to provide technical evaluation of bids.
  • Maintain a list of potential suppliers’ database for each type of inputs.
  • Creating and editing vendor database in GRMS system.
  • Acting as a “Buyer” to FAO Sri Lanka and Maldives and attending the responsibilities assigned in GRMS system including the PO and the receipt creation. 
  • Assisting the LoA and the contract preparation and obtaining FAOR’s approval 
  • Ensuring that all assets received from the project are accurately entered and records are maintained in accordance with FAO Manual provisions and inventoried electronically and physical tagging is done. 
  • Ensure to inform the project team of the requirements of the procurement process and keep abreast of the developments of the project.
  • Assisting in the process of disposal of obsolete assets and ensure that assets are disposed of in the best interest of the Organization (including the auction process) and that records are updated in the asset registry and make sure the assets register is up-to-date.
  • Attend to all duty-free clearances, duty-free certificates, and coordinate with clearing agents until the delivery is made to FAO.
  • Coordinate all logistics for the project as required.
Candidates Will Be Assessed Against The Following:
Minimum Requirements:    
  • University degree in Business Management or similar area related to procurement/ logistics management, finance/ accounting etc.
  • 3 years of relevant experience in Procurement, logistics or related field.
  • Working knowledge of English, and Sinhala and/or Tamil.
  • The candidate must be a Sri Lankan National. 

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