The Procurement Assistant – Goods/Services provides support in the coordination of the day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness, and conformity with relevant rules, procedures, and practices. S/he provides procedural guidance to clients regarding procurement procedures for goods/ services and contributes to timely and efficient procurement operations. Tasks and responsibilities:
In strict compliance with FAO procurement guidelines and relevant FAO Manual Section provisions provide day-to-day procurement administrative support and perform tasks as related to procurement of goods, works and services;
Review, check, monitor and implement the procurement steps as per established check lists and Standard Operating Procedures;
Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:
Routine follow-up on procurement and informing the supervisor of the status;
Written responses to queries from external parties regarding procurement matters;
Establishment and maintenance of working files on procurement activity, including printing of all offers (for the assigned cases) from the e-tendering portal after the formal Opening by the Tender Opening Panel;
Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; examination and resolution of post-order problems and preparation of progress reports on procurement matters;
Liaison with the requesters on receipt of goods, equipment's and services given obtaining the proper delivery reports or similar to ensure all supporting documents are available for audit and review purpose;
Provide monthly reports on status of contracts progress and payment to Programme, Procurement and Operations Teams;
Conduct market research to add more qualified Service Providers to the database of shortlisted Service Providers practicing due diligence in verifying the Profile and Past Performance of the Service Providers;
Prepare and bi-monthly work on Procurement Plan together with the Procurement and make analyses of planned activities vis-à-vis planned dates to identify bottlenecks and ways of improvement;
Implement the procurement plans through the issuance of tenders, following up on the evaluations, preparing commercial evaluations, drafting the submissions to the Review Committees, issuing contractual instruments (Contracts and GRMS ERP Purchase Orders), following up on delivery and closing the contractual instruments;
Input to the preparation of procurement plans;
Support to the Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
Perform any other duties as required.
Candidates Will Be Assessed Against The Following: Minimum Requirements:
University (Bachelor) degree in Procurement, Supply Chain, Business Administration, Economics, Accounting, Commerce, Law or closely related field.
At least three (3) years of relevant work experience in procurement, supply chain, contract management or related area of work.
Working knowledge (level C) of English and local languages (Pashto and/or Dari).
National of Afghanistan.
Technical/Functional Skills:
Familiarity with UN agencies administrative, finance and procurement operations systems is highly desirable;
Familiarity with internationally recognised international standards and all phases of the procurement process;
Experience in identifying client’s procurement related needs and in providing support and guidance from a client’s point of view;
Ability to prepare communication and contractual documentation in English;
Ability to identify and resolve problems expeditiously and pragmatically; tact, initiative and sound judgment; ability to establish and maintain good working relations with other staff / colleagues from different cultural background;
Previous experience with the UN is considered a strong asset;
Strong professional command of Microsoft Office, in particular Word and Excel.
