Procurement Assistant

‎2201409
Procurement Assistant
Job Posting: ‎25/May/‎2022
Closure Date: ‎08/Jun/‎2022, ‎4:59:‎00 PM
Organizational Unit: FNEGY
Job Type: Non-staff opportunities
Type of Requisition: PSA (Personal Services Agreement)
Grade Level: N/A
Primary Location: Egypt-Cairo
Duration: ‎3 months
Post Number: N/A
FAO seeks gender, geographical and linguistic diversity in its staff and
international consultants in order to best serve FAO Members in all
regions.

• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture


• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply


• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values


• FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination


• All selected candidates will undergo rigorous reference and background checks


• All applications will be treated with the strictest confidentiality


• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.

Organizational Setting:
The FAO Representation in Egypt supports the Government of Egypt in developing
policies and more specifically under this project and are aiming to reduce the
impact of COVID-‎19 across the food supply chains: (i) protecting the most
vulnerable groups, addressing inequality and rural poverty in the context of
COVID-‎19; (ii) building resilient and sustainable food systems and food supply
chains; (iii) continue supporting governmental programmes to stimulate the
economy and supporting local enterprises, to protect workers and farmers and
supporting their incomes; and (iv) ensure the functioning of agricultural
value chains, given their importance and critical role in food access and food
availability. Ultimately, there is a need to improve the enabling policy
environment to ensure stable, sufficient, safe and nutritious food for all,
particularly the most vulnerable groups.
The position is located in the FAO Office in Cairo, Egypt.

Reporting Lines:

Under the overall supervision of the FAO representative and Assistant FAO
Representative and the direct supervision of the Project Senior Advisor, the
expert will work in close collaboration with all partners (government, local
authorities, NGOs, private sector, others) and coordination with the technical
team of the project, and the team of FAO Office in Egypt.

Technical Focus
Procurement and related topics (market survey, tendering, ordering goods and
services, Monitoring and evaluation of procurement plans to ensure that goods
and services are timely delivered).

Tasks and responsibilities
The incumbent is to perform the following duties in collaboration with
relevant FAO Egypt and RNE:
* Assist Project Managers and technical teams in the preparation, implementation and monitoring of procurement plans for the Office and projects for which FAO Egypt is budget holder (i.e., goods and services and contracts);
* Carry out market surveys as requested and gather expressions of interest, identify potential vendors and prepare tender;
* Review the Purchase Requisitions assigned to staff member and seek further information, if require, from the requester;
* Prepare solicitation documents for the procurement case assigned to staff member and distribute it, after approval, to potential suppliers.
* Assist in making a preliminary review of bids received (i.e. prepare Commercial table for the review/approval) and forward bids (technical part) to requester and/or technical officer for technical evaluation;
* Ascertain that all relevant approvals and clearances obtained, assist in the preparation and issuance of Purchase Orders (POs)/Contracts and POs/Contracts amendments using appropriate standard templates as appropriate, ensuring that all relevant information has been provided and that tenders/contracts documents are complete and correct in all details;
* Assist and ensure to channel all procurement actions and requests through the IPO in preparing and issuing tender documents, POs/ Contracts and POs/Contracts amendments using appropriate standard models appropriate and FAO e-tendering system, ensuring that all relevant information has been provided and that tenders/contracts documents are complete.
* Publish in FAO e-tendering portal Invitations To Bid (ITB) / Request For Proposal (RFP) / Request For Quotation (RFQ) clarifications, POs/Contracts, amendments to PO/Contracts both by email.
* Assist in the organization of an electronic tender opening ceremony and the Local Procurement Committee (LPC).
* Respond to queries from potential suppliers, bidders, contractors, requesters and directs queries as necessary to Technical Officers thus prepare/issue official clarifications to all invited vendors.
* Assist in monitoring and carrying out follow-up action on both invitations and POs acknowledgement, delivery by suppliers and acknowledgement by consignee, ascertain that goods are shipped according to promised schedules and arrive as per schedules in order to close PO.
* Support in filing all procurement documents for easy retrieval when required.
* Liaise with RNE Administration/procurement Unit for timely preparation and obtaining import exemption certificate/letter and follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations;
* Assist in maintaining and updating the procurement-monitoring database including keeping track of all Purchase Orders issued and make recommendation for payment.
* Assist in updating the vendor management including vendor registration, vendor performance rating and reviewing list of invitees (vendor) for each solicitation;
* Assess that FAO Egypt procurement requests are in alignment with other UN agencies' existing LTAs in the context of the Business Operations Strategy (BOS) in coordination with the IPO;
* Draft correspondence and maintain daily contacts with suppliers and contractors to follow up on works requested and resolve problems;
* Assist in organization of a workshop (selection of hotels, payment of bills, arrange for logistics, procurement of items e.g. stationery ...etc.)
* Perform other related duties assigned by the supervisor

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
* At least ‎4 years of working experience in a relevant supply / procurement area;
* Experience in projects funded by international donors and organizations is a plus
* University degree in business administration, social science, political science, or related fields;
* Fluency in English and Arabic is required.
* Nationality of Egypt.

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

Technical/Functional Skills
* Working experience in more than one location or area of work;
* Relevance and extent of experience in projects operations, administration and finance;
* Excellent organizational skills;
* Relevance and extent of experience in working with governemental bodies and multi-disciplinary teams.
* He/she will have good communication skills in English (written and spoken), and fluency in Arabic (written and spoken).
* Demonstrated ability to work in a team based environment;
* Demonstrated skills in archiving and filing;
* Excellent written and verbal communication skills;

Selection Criteria
Based on above minimum requirements, competencies and skills.

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

ADDITIONAL INFORMATION
* FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing).
* Incomplete applications will not be considered. If you need help or have queries, please contact: [email protected]
* Applications received after the closing date will not be accepted.
* Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications.
* For other issues, visit the FAO employment website: http://www.fao.org/employment/home/en/
* Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-‎19 will in principle be required. Vaccination status will be verified as part of the medical clearance process.

HOW TO APPLY
• To apply, visit the recruitment website at Jobs at FAO and complete your
online profile. We strongly recommend that your profile is accurate, complete
and includes your employment records, academic qualifications, and language
skills
* Candidates are requested to attach a letter of motivation to the online profile
* Once your profile is completed, please apply, and submit your application
* Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
* Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records to ascertain any and all information which may be pertinent to the employment qualifications
* Incomplete applications will not be considered
* Personal information provided on your application may be shared within FAO and with other companies acting on FAO's behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
* Only applications received through the FAO recruitment portal will be considered
* Your application will be screened based on the information provided in your online profile
* We encourage applicants to submit the application well before the deadline date.

If you need help, or have queries, please contact: [email protected]
FAO IS A NON-SMOKING ENVIRONMENT