Procurement Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency dedicated to achieving food security for all and leading international efforts to defeat hunger. Operating in over 130 countries, FAO supports the transformation to efficient, inclusive, resilient, and sustainable agrifood systems. FAO Country Offices provide policy advice, technical assistance, and capacity development, aligning with national priorities and the UN Sustainable Development Cooperation Framework. They ensure accountable and risk-smart operations, mobilize partnerships, and position FAO as a technical authority in food and agriculture.

Job Purpose

This role supports the FAO Representation in Syria by providing technical expertise in procurement processes and contractual arrangements. The incumbent will manage the procurement cycle from bidding to delivery, ensuring compliance with FAO standards and procedures. Key responsibilities include preparing procurement plans, issuing tender documents and purchase orders, managing supplier communications, and monitoring delivery schedules. The position requires meticulous attention to detail in documentation, vendor management, and maintaining procurement databases to ensure efficient and effective operations within the FAO Country Office in Damascus.

Responsibilities

Assist in the quarterly preparation of procurement plans for office consumables. Utilize GRMS software for creating Purchase Requisitions for all procurement activities. Prepare and issue tender documents, Purchase Orders, Contracts, and their amendments, ensuring completeness and accuracy. Dispatch invitations to bid, clarifications, and contract documents to suppliers via email and physical means. Respond to supplier and requester queries, issuing official clarifications as needed. Monitor supplier acknowledgements, deliveries, and consignee receipts, ensuring adherence to promised schedules to facilitate Purchase Order closure. Support the filing of all procurement documents for easy retrieval. Maintain and update the procurement monitoring database, tracking Purchase Orders and recommending payments. Act as the focal point for vendor management, including registration, performance evaluation, and reviewing vendor lists for solicitations. Provide backstopping support to the Procurement Assistant during absences. Perform other related duties as assigned by the supervisor.

Work Experience

A minimum of five years of professional experience in procurement and administration is required. Experience working with UN agencies is considered an advantage. Proficiency in English and Arabic is necessary.

Skills

Demonstrated ability to focus on results and work effectively in a team. Strong communication and interpersonal skills are essential for building effective relationships. Possesses knowledge sharing capabilities and a commitment to continuous improvement. Must be able to manage tight deadlines and competing workloads with excellent organizational skills. Ability to handle confidential and sensitive information with tact and discretion is crucial. Working experience with UN Agencies is preferable.

Explore related opportunities