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Procurement Assistant


Kampala, Uganda
Humanitaire (ONG, Associations, ...), Projet/programme de développement
Job Description:  1900777
Procurement Assistant

Closure Date: 24/Apr/2019, 10:59:00 PM
Job Type: Non-staff opportunities
Type of Requisition: NPP (National Project Personnel)
Grade Level: N/A
Primary Location: Uganda-Kampala
Duration: 12 months
Post Number: N/A

FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions.
Qualified female applicants are encouraged to apply.
People with disabilities are equally encouraged to apply.
All applications will be treated with the strictest confidentiality.

 Organizational Setting
 The FAO Representation in Uganda provides technical support to the Government of Uganda in the agriculture, forestry, fisheries and related sectors. The FAO Uganda Country Strategic Framework (CPF) 2015-2019 identifies three key priority areas of work with the Government of Uganda, which are: 1) Production and productivity of agriculture, forestry and fisheries commodities, 2) Agricultural knowledge and information and 3) Resilience to livelihood threats with emphasis on climate change. The organisation would like to create a roster for qualified procurement assistants who can be assigned on short notice considering the expanding nature of its programmes.
Reporting Lines
 The Procurement Assistant will work under the overall supervision of the FAO Representative in Uganda, and the direct supervision of the Operations Specialist, in close coordination with technical, operations and administrative personnel.
Technical Focus 
 The Procurement Assistant will, in accordance with FAO rules and regulations provide support to ensure that the Organization procures goods, works and services based on “Best Value for Money” principles.
Tasks and responsibilities
 The key tasks on the Procurement Assistant will include the following;
Prepare solicitation process, identify method of solicitation, prepare tendering documents (including Expressions of Interest [EOI], Request for Quotations [RFQs], Invitations to Bid [ITBs], Request for Proposals [RFPs]), distribute invitations to tender and conduct all aspects of bid/proposals evaluations and ensure that the solicitation process is fair, objective and transparent and that it follows the general principles, as set forth in the FAO Manual Section;
Ensure tracking of all procurement processes from receiving and reviewing procurement requisitions for completeness up to delivery/completion of goods/services, acceptance, payment, and follow up with requesting/requisitioning units to ensure that all requirements are met;
Contribute to preparing a procurement plan for FAO Uganda, and ensure its implementation and monitoring;
Ensure full compliance of procurement activities with UN/FAO rules, regulations, policies and strategies;
Organize and participate in, as appropriate, local tender opening panels and the Local Procurement Committee (LPC) preparing submissions for the latter when required;
Draft purchase orders, low value orders, contracts and Letters of Agreements (LoAs);
Verify funds’ availability prior to launching procurement actions, and ensures that the funds available are allocated in consultation with the responsible staff;
Ensure that the invoices/payment requests are received certified and include all the supporting documents that are required for finance to process the payment; in cases of quality issues coordinate with the technical team on liquidated damages to apply before forwarding invoices for payment and for delays in delivery recommend liquidated damages to apply as per FAO rules and regulations.
Prepare updates on Lease Agreements (LAs), LoAs and Memoranda of Understanding (MoUs) and keep track of their payment schedules;
Prepare reports and routine correspondence on procurement subject-matters;
Draft justifications/rationale and Notes for the File related to procurement when and as needed;
Maintain an accurate and updated filing system in the Procurement Unit; and assist in the classification and maintenance of documentation relating to procurement subject-matter areas;
Identify  local  dealers and potential suppliers of goods from the local market applying MS 502 FAO procurement rules and regulations and maintain an updated suppliers’ and vendors’ database; prepares vendor forms for suppliers and contractors;
Liaise with Logistics Unit for timely preparation and receipt of letters of import exemption and re-export, follow up on clearance of goods and shipments and ensure safe arrival of the consignments to the final destinations;
Perform other related duties as required.
 Minimum Requirements
University degree in Procurement, Business, Public Administration, or related field
At least three years of in-country work experience in procurement. 
Excellent oral and written communication skills in English. 
Knowledge of Microsoft office software packages (MS Word, Excel, etc.) and experience in handling of web based procurement management systems. 
National of Uganda.
 FAO Core Competencies
 Results Focus
Building Effective Relationships
Knowledge Sharing and Continuous Improvement
 Technical/Functional Skills
 Demonstrated ability to work in a multicultural team, and interpersonal skills.
Demonstrated ability to work under pressure and meet deadlines.
Procurement Training and certification is an asset
Experience in procurement with UN agencies or international NGOs and multi-national enterprises  

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency.

Candidates are requested to attach a letter of motivation to the online profile.

Vacancies will be removed from the recruitment portal at 23:59 Central European Time (CET) on the deadline for applications date. We encourage applicants to submit the application well before the deadline date.

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