National 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 the UN Sustainable Development Cooperation Framework and ensuring risk-smart, accountable operations to strengthen impact at the country level.

Job Purpose

The National Procurement Assistant will support procurement and supply chain activities in Papua New Guinea, ensuring strict adherence to FAO policies, procedures, and ethical principles, including integrity, transparency, accountability, fairness, value for money, and competition. This role involves processing procurement actions through GRMS and In tend systems, preparing solicitation documents, conducting monitoring and follow-up, assisting with bid and financial analysis, maintaining comprehensive records, and providing essential operational support to various FAO units and projects within the country.

Responsibilities

The role involves comprehensive procurement processing and systems management, including receiving and processing Purchase Requisitions (PRs) via GRMS, preparing and issuing Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs) using FAO's In Tend system and UNGM. Responsibilities include timely issuance of Purchase Orders (POs), reviewing and closing open POs, and reviewing justifications for direct procurement. The assistant will conduct financial evaluations and comparative analyses for competitive bids, prepare POs, Service Agreements, and contracts. Monitoring delivery against contractual terms, generating and reviewing monthly PO reports, and assisting with procurement planning by providing input on market conditions and risks are key duties. Data management, reporting, and ensuring compliance with FAO procurement policies are also essential, alongside maintaining accurate procurement documentation and providing day-to-day support to project teams.

Work Experience

A minimum of two (2) years of relevant experience in procurement, supply chain management, or procurement-related administrative support at the national and/or international level is required. Experience in understanding market trends, sources of supply, contract administration, and familiarity with public sector procurement policies are beneficial. Experience in UN agencies or international organizations is an advantage.

Skills

Essential skills include Results Focus, Teamwork, Communication, Building Effective Relationships, and Knowledge Sharing. Proficiency in using FAO corporate systems like GRMS and In Tend is necessary. The ability to research, analyze data, prepare procurement recommendations, interpret specifications, and exercise sound judgment is crucial. Working knowledge of English and Tok Pisin is required. Experience in multiple work locations or areas, particularly in procurement, logistics, administration, or project support, is highly valued.

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