Procurement Assistant

The Procurement Assistant will provide procurement and administrative services to ensure the efficient implementation of project activities in accordance with FAO rules and procedures. The role involves assisting in routine administrative and control functions in support of FAO’s procurement services, including documentation, monitoring, and reporting of procurement actions.

Responsibilities

• Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers, preparation of invitations to bid, bid summaries, purchase orders and/or contracts, simple contractual amendments, renewals; obtain clarifications when necessary.
• Follow up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services, receipt of performance bonds or other necessary documentation.
• Review invoices of incoming goods, transportation services and custom's clearance fees for accuracy; bring to the supervisor's attention any discrepancies which may arise, prior to processing the payment.
• Report on the status of procurement actions.
• File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts.
• Run periodic reports, taking action as requested.
• Ensure data input into systems as accurate.
• Review with the supervisor problems and discrepancies related to assigned actions.
• Supports corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.
• Perform other related duties as required.
• Carry out any other relevant duties within his/her technical competence as may be requested by the FAO Representative.

Requirements

• University degree in the field of Business Administration, Accountancy or other related disciplines.
• At least five (5) years of relevant and progressive experience in administrative, accounting, logistics, travel, and procurement support work on project implementation at field level.
• Working knowledge (level C) of English.
• A national of the Philippines.
• 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 Filipino.
• Excellent writing, and report writing skills in English and Filipino.
• Willingness to travel to project sites as required.
• Working knowledge of relevant local dialects is an advantage.
• Intermediate computer skills in the use of standard office software, such as MS Office (Word, Excel, Power Point)

Skills

• Procurement Support
• Administrative Support
• Accounting Support
• Logistical Support
• Travel Coordination
• Project Implementation
• Report Writing
• English Language Proficiency
• Filipino Language Proficiency
• Microsoft Office Suite
• Word
• Excel
• Power Point
• Documentation Management
• Procurement Monitoring
• Procurement Reporting

Languages

English, Filipino