Procurement Assistant

Organizational Context

The Food and Agriculture Organization of the United Nations (FAO) is a specialized agency of the UN dedicated to achieving food security for all and leading international efforts to defeat hunger. FAO supports the transformation to more efficient, inclusive, resilient, and sustainable agrifood systems globally. For over four decades, FAO has partnered with the Philippine government and local stakeholders to address challenges in the agriculture, fisheries, and forestry sectors, focusing on sustainability, modernization, and resilience to natural disasters and climate hazards.

Job Purpose

The Procurement Assistant will provide essential procurement and administrative services to ensure the efficient and effective implementation of project activities in the Philippines. This role involves supporting FAO's procurement operations by managing routine administrative and control functions. The incumbent will contribute to the smooth functioning of projects by ensuring adherence to FAO's rules and procedures in all procurement-related tasks, thereby facilitating the timely delivery of goods and services necessary for project success and operational efficiency.

Responsibilities

The Procurement Assistant will be responsible for reviewing and preparing routine procurement documentation, including identifying potential suppliers, drafting invitations to bid, bid summaries, purchase orders, and contracts. This includes managing simple contractual amendments and renewals, and obtaining necessary clarifications. The role involves actively following up on purchase orders and contracts, monitoring order confirmations, shipments, and the receipt of goods and services. Additionally, the assistant will review invoices for accuracy, report on the status of procurement actions, and maintain organized filing systems for all procurement-related documents and database records. The position also requires ensuring accurate data input into systems, reviewing discrepancies with the supervisor, and supporting corporate sustainability initiatives. Performing other related duties as required and assisting the FAO Representative are also key aspects of this role.

Work Experience

A minimum of five years of relevant and progressive experience is required in administrative, accounting, logistics, travel, and procurement support roles, specifically within project implementation at the field level.

Skills

Key skills include results focus, teamwork, communication, building effective relationships, and knowledge sharing. The ability to work under pressure in complex environments and within diverse teams is essential. Excellent written and oral communication skills in English and Filipino are required, along with strong report writing abilities. Intermediate computer skills in standard office software (MS Office) are necessary. Willingness to travel to project sites is required, and knowledge of local dialects is an advantage.

Explore related opportunities