2302277
Administrative Assistant and Purchases
Job advertisement : Aug 1/2023
Publication cancellation date : Aug 15, 2023, 21:59:00
Organizational Unit: FLBOL
Job type : Temporary work
Requirement Type: NPP ( National Project Personnel )
Grade Level: N / A
Main location : Bolivia, Plurinational State of-La Paz
Duration: 3 months ( with possibility of extension )
Position Number: N / A
FAO seeks to ensure gender, geographic and linguistic diversity among its staff and its international consultants, in order to serve the Member States of the Organization in the best possible way in all regions.
- FAO is committed to achieving diversity in its workforce in terms of sex, nationality, origin and culture.
- Women, nationals of under-represented or under-represented Member States and persons with disabilities with the necessary qualifications are encouraged to submit their applications.
- All persons working for FAO must comply with the highest standards of professional integrity and conduct and uphold FAO’s values.
- FAO, as a specialized agency of the United Nations, applies a zero tolerance policy for conduct incompatible with its statute, objectives and mandate, in particular sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
- All selected candidates will undergo rigorous reference and background checks.
- All requests will be treated with the strictest confidentiality.
Organizational framework
The main objective of FAO country offices, headed by an FAO Representative, is to help governments develop policies, programs and projects to achieve food security and reduce hunger and malnutrition, help develop the agricultural, fisheries, forestry sectors and use their environmental and natural resources in a sustainable way.
Administration as responsible for general services and the acquisition of goods, Works and services need to hire a ( a ) Administrative Assistant and Purchases to support Country Office and project programs.
Hierarchical dependency
The administrative and purchasing assistant will be under the general supervision of the Head of Administration and Finance of FAO in Bolivia and coordination of purchasing tasks with the Procurement Assistant.
Field of specialization
The administrative and purchasing assistant will provide support to ensure administration and purchasing activities in accordance with FAO policies and procedures.
Tasks and responsibilities
Administration:
- Monitor office needs including maintenance.
- Maintain updated inventory of FAO units.
- Monitor the recycling cycle of waste generated by the office and its system update.
- Responsible for the Office Material Inventory ( distribution, replacement and Kardex ).
- Support in the supervision of the cafeteria, gardening and office cleaning service concessionaire.
- Maintain a filing system for administrative documents.
- Prepare routine correspondence of an administrative nature; write correspondence to verify data, answer queries and obtain additional information on transactions as necessary or minutes established by the agreements reached.
- Collaborate on emerging tasks and requirements arising in interagency working groups.
- Support in activities to implement the Operational Business Strategy framework ( BOS 2.0 ).
- Carry out the monthly bank reconciliation of the account in BOB and USD of the office, generate reports and upload them to the accounting system and other sources of information.
- Manage press publications of calls for the acquisition of goods / services and human resources.
- Prepare, request and confirm the payment of basic services of the office ( for example: internet, SIP line, office rental and others ).
- Perform other related tasks as needed.
Acquisitions:
- Perform operational functions related to the acquisition process according to the purchase method, including the preparation of documents related to the assigned acquisition actions, such as: review of technical specifications, terms of reference, mandatory requirements prior to starting the request for quotes process and subsequent presentation to the Local Purchasing Committee in accordance with the guidelines of the FAO Manual.
- Support in carrying out market studies in order to validate the terms of reference, technical specifications and budgets.
- Collaborate in the planning, direction and control of the procurement strategy and the annual procurement plan.
- Issue purchase orders, prepare service contracts or for the execution of civil works.
- Prepare cases and present them to the Local Procurement Committee. Act as alternate secretary of the Local Procurement Committee when necessary.
- Execute the required actions in the specialized procurement and administrative systems of the organization such as: GRMS, UNGM and Intend.
- Request supplier registration in coordination with the Office Focal Point for supplier entry: Entry does SSC.
- Request from suppliers the necessary documentation to register with GRMS and the United Nations Global Market ( UNGM ).
- Monitor compliance with contracts and service orders: amendments, renewals, cancellations, under the guidance of ( the ) supervisor ( es ), applying technical knowledge of applications and procurement regulations, etc.
- Ensure that assigned acquisition actions are completed in a timely manner in accordance with the relevant rules and procedures.
- Maintain and monitor database records related to procurement actions performed, assigned offers, and contracts.
- Develop and manage supplier records and prequalification and quality evaluation mechanisms and performance measurement.
- Coordinate with the provider the pertinent actions of the service.
- Perform other related tasks as needed.
Other administrative tasks:
- Follow-up to official procedures with the Headquarters of Privileges and Immunities of the Ministry of Foreign Affairs, National Customs, Municipal Mayor’s Office and other entities ( customs clearance processes with tax release, transfers, donation and sale of assets )
- Support in immigration procedures for the granting of visas with Embassies of international visitors or guests delegated by FAO to official international trips.
THE CANDIDATES WILL BE EVALUED IN ARRANGE TO THE FOLLOWING CRITERIA:
Minimum requirements
- University degree in Business Administration, Commercial Engineering, Industrial Engineering or other related areas will be considered.
- Have 4 years of relevant experience in administrative processes, purchases and contracts of goods and services.
- Spanish language proficiency.
- Bolivian Nationality or legal resident of the country.
FAO core competencies
- Results-based approach
- Teamwork proactivity
- Communication
- Effective relationship building and adaptability
- Knowledge exchange and continuous improvement
Technical / functional skills
- Intermediate knowledge of English ( non-exclusive ).
- Capacities in the use of tools on ERP platforms.
- Knowledge and management of Microsoft Office and applications under the Oracle environment.
- Experience in the area of acquisitions in international organizations and / or projects financed with resources from international cooperation ( desirable ).
- Knowledge of procurement procedures in United Nations Organizations ( desirable ).
- CIP I procurement certifications ( desirable ) will be assessed.
- CIP II procurement certifications ( desirable ) will be assessed.
ADDITIONAL INFORMATION
- FAO does not charge fees at any stage of the recruitment process ( application, interview, processing ).
- Incomplete applications will not be taken into account. If you need help or have questions, contact: Careers@fao.org
- Applications received after the expiration of the application deadline will not be accepted.
- We inform you that FAO will only consider academic degrees or credentials obtained from a teaching institution included in the World Database on Higher Education, which is a list maintained by the International Association of Universities ( IAU ) / UNESCO. The list can be consulted at: www.whed.net/
- For any other questions visit the FAO website on employment: http://www.fao.org/employment/home/es/ .
It is noted that all candidates should adhere to the Organization’s values of commitment to FAO, respect for all and integrity and transparency.
PRESENTATION OF REQUESTMENTS
- If you want to apply, go to the FAO Recruitment Website ( Employment in FAO ) and complete your online profile.
- Incomplete applications will not be taken into account. Only applications received through the contracting portal will be considered.
- We advise candidates to submit their application sufficiently in advance of the expiration of the term.
- If you need help, contact: Careers@fao.org.
IN THE LOCALS OF FAO IT IS FORBIDDEN TO SMOKE
