Procurement Assistant

Organizational Setting

The main aim of the Food and Agriculture Organization’s (FAO’s) Representation in Egypt,  is to assist the Government of Egypt to develop policies, programmes and projects to improve food security and nutrition, promote sustainable agricultural development, reduce rural poverty, develop inclusive agri-food systems and strengthen livelihood resilience – in line with the Organization’s Strategic Objectives and United Nations’ global and Government of Egypt’s national Sustainable Development Goals.

Reporting Lines

Under the overall supervision of the Programme Officer and the direct Supervision of the Operations Specialist, the incumbent will perform a range of procurement duties and functions to ensure consistent service delivery in line with the requirements and structure of the organization.

Technical Focus

Perform procurement duties and functions in cooperation with the different operations and programme units, with a focus on tendering, conducting market surveys, ordering goods and services, tracking delivery and following up with project managers and suppliers.

Tasks and responsibilities

•    Ensure procurement activities are completed in compliance with UN/FAO rules, regulations, policies, and strategies.
•    Draft EOIs, RFQs, ITBs, and RFPs; handle the receipt of bids/proposals, conduct eligibility compliance checks, and prepare commercial evaluations in line with FAO rules and regulations.
•    Monitor procurement processes from requisition through delivery, acceptance, and payment, ensuring all requirements are met and maintain procurement tracking sheets for timely updates.
•    Prepare submissions to the FAO Local Procurement Committee (LPC), draft purchase orders, contracts, LTAs, LoAs, MoUs and relevant amendments.
•    Ensure payment requests/invoices are certified and complete, facilitating payment processing by the Finance Unit.
•    Maintain and update the supplier/vendor database and assist in supplier registration with UNGM. 
•    Ensure timely customs clearance and the safe arrival of shipments by liaising with relevant units, including obtaining necessary import exemption certificates from the RNE Administration Unit.
•    Regularly report to the International Operations Specialist on the status of procurement activities, ensuring accurate database records of procurement actions, tenders, and contracts through regular updates to the procurement tracking sheet.
•    Conduct monthly meetings with project managers and Operations Units to ensure procurement plans are well-designed, implemented, and monitored, ensuring timely completion of procurement actions.
•    Draft correspondence and maintain contact with suppliers and contractors for follow-ups and issue resolution.
•    Prepare procurement justifications and notes for the files as needed.
•    Maintain the filing and archiving system within the Procurement Unit.
•    Perform other duties as and when required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements 

•    University degree in business administration, project management, supply chain management or related fields; 
•    At least 4 years of working experience in a relevant supply chain/ procurement fields;
•    Working knowledge in English and Arabic is required. 
•    Nationality of Egypt.

FAO Core Competencies

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

Selection Criteria 

•    Demonstrated experience in working on projects funded by international donors and organizations is a plus,

ADDITIONAL INFORMATION