Project Procurement Assistant

Organizational Setting 
 
The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.
FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.
FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. 
The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. 
Specifically, FAO Country Offices: 
(i)    advocate, inform and support policies and investments in the areas of FAO’s mandate;
(ii)    provide technical assistance and deliver core services; 
(iii)    assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation; 
(iv)    position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems   transformation; and 
(v)    ensure risk-smart and accountable operations and management.  
For more than four decades, FAO has been working with the Government of the Philippines, civil society, community-based organizations, the academe and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, mechanization and modernization through improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards and armed conflict. 

The Philippines has faced six devastating cyclones (Trami, Kong-rey, Yinxing, Toraji, Usagi and Man-yi) during October–November 2024, striking the country in rapid succession, affecting over 13 million people across 17 regions. Among the hardest hit is the province of Cagayan where major crops were wiped out, particularly rice and high value crops (HVCs). Floods inundated farmlands in a time when the wet planting season had just started. Farmers narrated that they had initiated land preparation and set up seedbeds, anticipating transplanting by mid-December, only to see their efforts and investments washed out. Since fields were totally damaged with no chance of recovery until after the next cropping cycle in 6 months, respondents have been coping by reducing the number of meals per day or borrowing money for food to compensate for lost income streams. 

The road to recovery and resilience for smallholder farmers, fisherfolk and livestock owners requires a medium to long-term strategy drawing on the ‘build back better’ philosophy. Focusing interventions on Cagayan Province, FAO is implementing the project “Rebuilding agricultural livelihoods affected by multiple cyclones in Cagayan province”, which will provide support to affected farmers and fisherfolk, noting that it is in these sectors where impacts of disasters are most significant, vulnerability is high, and recovery period longer.

Reporting Lines 

The Project Procurement Assistant will report to the Assistant FAO Representative (Administration). 

Technical Focus  

The incumbent will be responsible for providing operational support to the procurement-related work of OSRO/PHI/085/AUL. 
 
 
Tasks and responsibilities

•    Perform operational functions relating to the procurement process, including the preparation of a Procurement Plan, identification of method of solicitation, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, drafting and updating of contracts and service orders under the guidance of the Project Manager, in accordance with FAO’s procurement rules and regulations. 
•    Review purchase requisitions, orders, contracts and tenders to ensure that they are technical complete and in conformity with the established FAO rules and procedures. 
•    Prepare and present cases to the Local Procurement Committee.
•    Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues. 
•    Provide support and guidance to the project team at all stages of the procurement cycle. 
•    Coordinate with the project team members on the procurement needs to ensure accuracy of the approved Procurement Plan
•    Update the Procurement Plan as necessary. 
•    Maintain and monitor database records related to procurement actions undertaken, assigned tenders and contracts and ensure that information maintained is accurate and updated. 
•    Prepare, review and analyze monitoring reports making recommendations and taking actions as instructed. 
•    Maintain linkages with FAO administrative and programme support units as well as government counterparts on procurement-related matters as required. 
•    Participate in meetings with suppliers. 
•    Perform any other related duties as required.  

 
 
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING 
 

Minimum Requirements 
 
•    University Degree in Business Administration, Management or other related discipline;
•    At least 5 years professional and practical experience in procurement, logistics and related fields.
•    Working knowledge (Level C) of English
•    A national of the Philippines

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

Technical/Functional Skills  
 
•    Work experience in more than one location or area of work, particularly in DRR and CCA is an advantage; 
•    Experience in humanitarian contexts is desired.   

ADDITIONAL INFORMATION