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:
(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 SB3/SC5.

Reporting Lines

The Procurement Assistant works under the overall supervision of the FAO Representative in Zimbabwe (FAOR) and direct supervision of the Procurement Officer. He/she acts independently in routine matters. Supervision and guidance received support the incumbent in his/her day-to-day work.

Technical Focus

Procurement of goods works and services in compliance with FAO’s rules and regulations. The incumbent interacts with colleagues 
from within the work unit and with immediate clients from within the Organization, providing a wide variety of routine administrative and 
procurement services.

Tasks and responsibilities

The incumbent will perform the following duties:

•     Assist with the preparation of a consolidated annual procurement plan for the office.

•     Support with the buyer functions in conformity with FAO’s rules and regulations.

•     Advise requisitioning units on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle, meeting objectives including under tight deadlines.

•     Identify sourcing strategies for assigned cases, prepare appropriate solicitation/tendering documentation and distribute Invitations to tender using the e-tendering system and other suitable platforms. Support 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 commercial evaluation of offers, including preparation of commercial evaluation summaries/tables.

•     Prepare and present cases to the relevant Procurement Committees

•     Organize and participate in, as appropriate, local tender opening panels (TOPs) and the Local Procurement Committee (LPC).

•     Issue timely Purchase Orders, Services Orders or Service Contracts as required

•     Participate in various site visits/inspections, bidder's conferences and contract negotiations as appropriate.

•     Coordinate with the FAO logistics team and freight forwarding agents in relation to customs clearance, packing, and shipment of goods issued under Purchase Orders. Maintain logistics records of such procurement-related activities.

•     Conduct market research to keep abreast of market developments, research and analyse statistical data and market reports on the world commodity situation, production patterns and availability of goods and services.

•     Support with updating procurement policies and related tools, undertaking procurement reporting as well as provision of clarifications/information for auditing purposes.

•     Ensure proper record-keeping of procurement activities in the Procurement and Contracts Databases.

•     Review and 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 four (4) years’ experience in procurement-related activities.
•     Working knowledge (level C) of English.
•     National of Zimbabwe

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
 

ADDITIONAL INFORMATION