Procurement Assistant

Food and Agriculture Organization

Wewak, Papua New Guinea

Experience: 0 to 3 Years

Skill Required: HR and Admin

The National Procurement Assistant, under the direct supervision of the International Procurement Specialist and the overall supervision of the Programme Coordinator, EU-STREIT PNG, will carry out all needed support to the procurement unit based in Wewak, PNG. 

Tasks and responsibilities:
  • Receive completed Purchase Requisitions through the Global Resources Management System (GRMS), as routed from the IPO, and prepare Request for Proposals, Invitation to bid, request for quotations, etc., following guidelines provided in the FAO CSDA Guidelines;
  • Where Direct Procurement is proposed by the requester, review justification provided and, if confirmed that competitive procurement will be possible, obtain prior clearance of the IPO before finalization. Where the standard Competitive Procurement is being followed, prepare financial analysis of quotations received after receipt of the technical evaluation from the; prepare Purchase Orders and Service Agreements for the procurement of goods and services (i.e. stationery and supplies, transportation, etc.);
  • Utilize the FAO In-Tend online system for ITB and RFP solicitations in a timely manner.
  • Monitor the delivery of goods and services against the delivery times offered by suppliers and service providers and as indicated on the Purchase Orders and Service Agreements issued; monthly print and review the GRMS PO reports and take required action for timely delivery;
  • Assist requesters in the preparation of procurement plans through input of challenges and current market price information, taking into consideration timelines for receiving invitations to bids and request for proposals; 
  • Retrieve, enter, select, analyse and summarise procurement data, including the FAO’s corporate systems and databases (e.g. GRMS, etc.); verify accuracy of procurement data and documents; make necessary calculations;
  • Collect and compile data for recurring reports on procurement, as may be required;
  • Review Open GRMS Purchase Orders assigned and final close after full payment is made for goods or services received;
  • Daily review GRMS Purchase Requisitions (PR) assigned to you and ensure that Purchase Orders are issued against all PR assigned to you in a timely manner; take the appropriate action to final close completed purchase orders;
  • Develop in-depth knowledge of FAO procurement procedures and guidelines; and ensure that procurement actions are in-line with Manual Section (MS) 502;
  • Respond to queries related to purchase actions handled;
  • During the absence of the IPO, receive GRMS  purchase requisitions and evenly distribute work between self and other procurement support personnel; work closely with the IPO on complex procurement;
  • Provides data to regarding commercial (3rd party vendor) and non-commercial (when the vendor is within UN family) leases (i.e. rent of premises) and right-to-use (donated, free of charge) premises, ensures the correct Facility rental type PO is raised for the length of the contracts;
  • Involved in purchasing of assets (non-expendable items), the person ensures that a correct category code and account code is used to avoid Miscoded items in the asset addition process;
  • If incorrect account has been used for the PO, the person takes action to correct the PO when notification is received from; 
  • File procurement documents;
  • Perform other related duties as required.
Candidates Will Be Assessed Against The Following:
Minimum Requirements:   
  • Minimum High school diploma, bachelor’s degree in purchasing and supply chain, management, finance, business administration or any other field relevant to this task or mandate of the organization is highly desirable.
  • At least 2 years of professional experience relevant to procurement is required.
  • Working knowledge of English.
  • National of Papua New Guinea.
Technical/Functional Skills:
  • FAO procurement procedures and guidelines followed and all procurement actions in-line with Manual Section (MS) 502 or 507 ensured;
  • Close collaboration with the IPO, related FAO units and project team members maintained; 
  • Procurement actions completed in a timely manner;
  • Delivery of goods and services monitored regularly;
  • Day-to-day support concerning procurement actions and processes provided;
  • Procurement documents in both electronic and hard copies filed regularly;
  • End of assignment report submitted.