Procurement Assistant

Organizational Context

FAO's country program in Egypt operates under the Country Program Framework 2023-2027, aligning with national priorities and strategies such as Vision 2030 and the Sustainable Agricultural Development Strategy. Supported by international donors, FAO Egypt implements diverse projects in areas like land and water enhancement, agriculture, climate change adaptation, food security, and support for smallholder farmers. The organization also plays a strategic role in national coordination mechanisms as a technical lead for food systems and agriculture, collaborating with various government ministries to deliver its programs.

Job Purpose

The Procurement Assistant will undertake a variety of procurement tasks and functions to ensure the consistent and efficient delivery of services. This role is crucial for supporting the organization's operational needs and program implementation by adhering to established requirements and structures. The incumbent will work collaboratively with different operational and program units, contributing to the overall effectiveness of FAO's procurement activities and ensuring that all processes align with organizational standards and objectives, thereby facilitating the smooth execution of projects and initiatives.

Responsibilities

Ensure all procurement activities strictly adhere to UN/FAO rules, regulations, policies, and strategies. Draft procurement documents including EOIs, RFQs, ITBs, and RFPs, manage bid/proposal receipt, and conduct eligibility checks. Prepare commercial evaluations in line with FAO regulations. Monitor the entire procurement cycle from requisition to payment, maintaining accurate tracking sheets for timely updates. Prepare submissions for the FAO Local Procurement Committee (LPC) and draft purchase orders, contracts, LTAs, LoAs, and MoUs. Certify payment requests and invoices to facilitate processing by the Finance Unit. Maintain and update the supplier/vendor database and assist with UNGM registration. Coordinate timely customs clearance and shipment arrival, securing necessary import exemption certificates. Report regularly to the International Operations Specialist on procurement status and maintain accurate database records. Conduct monthly meetings with project managers to ensure procurement plans are effectively designed, implemented, and monitored. Draft correspondence with suppliers and contractors, resolve issues, and register new vendors in GRMS and UNGM. Prepare procurement justifications and maintain the unit's filing system.

Work Experience

A minimum of five years of relevant and progressively responsible experience in procurement, supply chain, logistics, administration, or operations support, preferably within UN, international organizations, or development projects.

Skills

Strong coordination and communication skills for effective collaboration with diverse teams and external suppliers. Meticulous attention to detail to ensure compliance, accuracy, and timely delivery of procurement actions. Proven ability to manage multiple procurement tasks simultaneously and meet stringent deadlines. Core competencies include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing and Continuous Improvement.

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