Project Procurement Assistant

Organizational Setting

For more than four decades, the Food and Agriculture Organization of the United Nations has been working with the Government of the Philippines, civil society, community-based organizations and the private sector to address challenges in the agriculture, fisheries and forestry sector. Joint efforts have included increasing sustainability in agricultural production, promoting value-adding practices, improving post-harvest management, enhancing productivity and increasing the resilience of agriculture-based livelihoods to natural disasters, climatic hazards, and armed conflict.

Reporting Lines

The Project Procurement Assistant reports to the ECTAD National Project Coordinator and Assistant FAOR for Administration.

Technical Focus

The Emergency Centre for Transboundary Animal Disease (ECTAD) Country Team is dedicated to working with governments in preventing and controlling emerging infectious and zoonotic diseases by working closely with national and international stakeholders in the animal production and health sector. The tasks envisaged for this assignment are to be carried out through the Emergency Centre for Transboundary Animal Diseases (ECTAD), which is currently implementing a number of projects in the country.

Content generation and packaging (layout and design) various project and programme information and communication materials and collaterals, including for social media; communications support to conduct of project-, and programme- related events and activities, including online/virtual (i.e. webinars), while ensuring coherence with FAO’s corporate communication policy and operational guidelines for all communication and information outputs.

Tasks and responsibilities

The Project Procurement Assistant shall perform the following tasks\:

• Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, identification of method of solicitation, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, drafting amendments and/ or renewals to contracts and service orders under the guidance of the supervisor, applying in-depth knowledge of the procurement applications and regulations;
• Prepares and presents cases to the Local Procurement Committee;
• Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures;
• Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues;
• Advises requisitioning units on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle, meeting objectives under tight deadlines
• Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated;
• Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed;
• Participate in meetings with suppliers;
• Support knowledge building and knowledge sharing across the Country Office through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service;
• Makes initial determinations and recommendations concerning disputes or claims arising from contractual instruments or procurement processes;
• Provide procurement reporting as well as clarification/information for auditing purposes;
• Perform other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• The candidate must have a university degree in Business Administration, Management, or other related discipline.
• At least 4 years of relevant experience in procurement, logistics, and related fields.
• A national of the Philippines
• Working knowledge (level C) of English and Filipino

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Ability to work under pressure and adapt to an evolving and complex humanitarian context and within multidisciplinary and different cultural background teams;
• Excellent written and oral communication skills in English and Tagalog; and
• General knowledge and skills in the use of standard software, such as MS Office (Word, Excel, Power Point).
• Experience in ERP software (Oracle, SAP, etc.) is an advantage.
• CIPS certified is an advantage, but not a requirement.

ADDITIONAL INFORMATION