2301349
Procurement Assistant
Job Announcement : 10 / May / 2023
Date of cancellation of publication : May 31, 2023, 9:59:00 PM
Organizational Unit : SLM
Type of position : Temporary work
Requisition Type: PSA ( Personal Service Agreements )
Grade Level: N / A
Main location : Panama-Panama City
Duration: 7 months
Post Number: N / A
_ FAO strikes for gender, geographic and linguistic diversity among its staff and international consultants, in order to best serve the Organization’s Member Nations in all regions.
_
- FAO is committed to achieving diversity in its workforce in terms of gender, nationality, origin and culture.
- Women, nationals of underrepresented or unrepresented Member States and people with disabilities who possess the necessary qualifications are encouraged to apply.
- All people who work for FAO are held to the highest standards of integrity and professional conduct and uphold FAO’s values.
- FAO, as a specialized agency of the United Nations, has a policy of zero tolerance for conduct inconsistent with its statute, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
- All successful candidates will undergo rigorous reference and background checks.
- All requests will be treated in the strictest confidence.
organizational framework
This position is located in the Subregional Office for Mesoamerica ( SLM ) in Panama.
hierarchical dependency
Under the general supervision of the FAO Subregional Coordinator, direct supervision of the International Administration Officer in conjunction with the Procurement Specialist.
Field of specialization
The Procurement Assistant will have as its main objective to provide support to ensure that procurement activities comply with the policies and procedures established by FAO and reflect best practices in procurement.
Tasks and responsibilities
The Procurement Assistant will perform the following functions:
- Centralize the receipt of documents and purchase requests.
- Register and keep updated the database of purchase requests.
- Review and analyze purchase requests to verify their integrity and compliance with the standards, procedures and practices established by FAO according to the MS-502 and MS-507 manuals.
- Prepare and update the supplier database.
- Support the identification and procurement of new suppliers.
- Support the preparation of invitations to bid or request documents for RFQs, RFPs, and comparative tables for the acquisition of goods, works, and/or services based on procurement requests.
- Maintain updated control of the physical and digital file of purchase requests and generate alerts.
- Maintain control and physical and digital file of Purchase Orders, LoAs, Contracts and other Contractual Instruments signed by suppliers.
- Follow up on calls for tenders through the In Tend platform, confirm receipt of offers, keep digital file updated and generate alerts.
- Accompany in the technical and economic evaluation of offers in conjunction with personnel involved in the project acquisition process.
- Generate purchase orders in GRMS based on the requisitions sent by the projects in their purchase requests.
- Adjust purchase orders according to project requests.
- Closing of orders and contracts in GRMS according to the requests of the projects.
- Advise projects in the preparation of contractual instruments and/or other formats for the acquisition of goods and/or services.
- Process requests for the creation of new vendors in the FAO system.
- Sending and receiving purchase request emails.
- Review and adjust file notes, contracts, amendments and other contractual instruments as assigned.
- Other related activities as requested.
CANDIDATES WILL BE EVALUATED ACCORDING TO THE FOLLOWING CRITERIA:
Minimum requirements
- University degree / Technical diploma / High school diploma in business administration, public administration, accounting, or related fields
- Minimum experience of three years, in similar positions, of operation and administration.
- Working knowledge of English
- Panamanian / or resident with a work permit in Panama.
FAO Core Competencies
- Results-based approach
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge sharing and continuous improvement
Technical/functional skills
- Ability to plan and manage tasks, ability to solve problems and the gift of success in their tasks.
- Excellent oral and written communication skills.
- Knowledge in the management of Word, Excel and Internet.
- Confidentiality and discretion.
- Capacity for teamwork.
- Excellent interpersonal relationships
- Ability to work in multicultural and multidisciplinary environments.
Selection criteria
- Duration and nature of work experience in the field of Administration and Acquisitions.
- Work or academic experience in multicultural and/or international environments.
- Writing skills in Spanish and English and analytical skills.
- Management of MS Office applications, Internet and office technology equipment.
- Advanced level of Excel management.
It is noted that all candidates should adhere to the Organization’s values of commitment to FAO, respect for all, and integrity and transparency.
ADDITIONAL INFORMATION
- FAO does not charge fees at any stage of the recruitment process (application, interview, processing).
- Incomplete applications will not be considered. If you need help or have questions, please contact: Careers@fao.org
- Applications received after the application submission deadline has expired will not be accepted.
- We inform you that FAO will only consider degrees or academic credentials obtained at an educational 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 all other questions visit the FAO employment website: http://www.fao.org/employment/home/es/.
HOW TO APPLY Candidates are requested to attach a letter of motivation to the online profile. We encourage applicants to submit the application well before the deadline date. If you need help, or have queries, please contact: Careers@fao.org
FAO IS A NON-SMOKING ENVIRONMENT