FAO seeks to recruit a senior procurement assistant – luanda , Angola

 

Grade: Administrative Services and Support – Generally no need for Higher Education – Administrative support

Occupational Groups:

  • Procurement
  • Administrative support

Closing Date: 2019-05-16

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

 

Qualified female applicants are encouraged to apply.

People with disabilities are equally encouraged to apply.

All applications will be treated with the strictest confidentiality.

Organizational Setting :

The post is typically located in FAO Representation for Angola in Luanda.

 

Reporting Lines :

The Senior Procurement Assistant reports to and receives guidance from Assistant FAO Representative (Administration). He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.

 

Tasks and responsibilities :

Supervise and manage the procurement actions.

  • Support monitoring through analysis of reports. Identify variances and/or compliance issues and make recommendations;
  • Participate in the development of improved work methods and procedures;
  • Check whether requests for action under his responsibility are in accordance with relevant rules and procedures of the Organization ;
  • Draft communications with procurement actions’ requesters to obtain additional information that may be required to complete the procurement processes including review by Procurement Panel.  Determine approval level required and communicate with relevant officers to obtain necessary approvals ;
  • Make initial recommendation regarding the type of bid to be requested ;
  • Make a preliminary review of bids received (i.e. prepare Commercial Resume for the review/approval of the local PO) and forward bids to requester ;
  • Ascertain that all relevant approvals and clearances have been obtained. Prepare and then issue tender documents, Purchase Orders/Contracts and POs/Contracts amendments using appropriate standard models amended as appropriate,  ensuring that all  relevant information has been provided and that tenders/contracts documents are complete and correct in all details ;
  • Respond to telephone/email queries from potential suppliers, bidders, contractors, requesters and directs queries as necessary to responsible Officers thus to prepare/issue official clarifications to all invited vendors ;
  • Prepare all relevant documentation to launch tenders/contracts and amendments using systems in place for contract preparation and maintenance of data. Throughout the life-cycle of a contract, obtain and upload required information in the computerized contracts systems, including financial, supplier and statistical data, in accordance with the prevailing instructions and procedures ;
  • Dispatch to suppliers invitations to bid, clarifications, purchase orders/Contracts, amendments to PO/Contracts both by email and physically by hand when needed ;
  • Monitor and carry out follow-up action on both invitations and POs acknowledgement, delivery by suppliers and acknowledgement by consignee, to ascertain that goods are shipped according to promised schedules and arrive to such schedules in order to close POs/CTs ;
  • Undertake general review of pending matters in the unit and report to the Officer concerned. Drafts on own initiative routine correspondence related to follow-up matters ;
  • Ensure collection and maintenance of accurate statistics information regarding average prices for key commodities and equipment. Enter these statistics on an electronic sheet and share with all project managers and other procurement requesters to ensure that correct and updated estimated costs are available ;
  • Perform other related duties as required.

 

Candidates will be assessed against the following :

Minimum requirements :

  • Technical superior degree or University degree ;
  • Three years of experience in administrative, accounting and/ or procurement support work ;
  • Working knowledge (Level C) of English and fluent in Portuguese ;
  • Good knowledge of the MS Office package, Internet and office technology equipment.

 

Technical Skills :

Good knowledge of procurement regulations and procedures.

 

Core Competencies :

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

 

Desirable Qualifications and Skills :

  • Good knowledge of UN’s administrative policies and procedures ;
  • Previous experience with ERP systems ;
  • Certificate in Procurement and Supply Operations (CIPS certificate).

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

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization’s page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

Apply here

Partager