VdE | Assistente de compras | FAO - Food and Agriculture Organization
FAO - Food and Agriculture Organization of the United Nations is hiring an Procurement Assistant to be based in Maputo, Mozambique.
Tasks and Responsibilities
The Procurement Assistant will be responsible for the following task;
Local Vendor Database:
• Maintain data input of all local/regional vendors recorded in the GRMS Country Operating Unit.
• Regularly contact local/regional registered vendors to ensure that contacts and other information re their scope of activities are duly updated.
• At the request of the Procurement Officer and/or the vendor, arrange for meetings with local/regional vendors at the FAO office.
• Under the direction of the Procurement Officer, draft correspondence related to general relations with local vendors.
• Provide regularly (at least twice a year) an updated report of registered vendors’ status to the FAOR and Procurement Officer.
Procurement actions Master file (tracking sheet):
• Maintain physical files of the Procurement Unit including committing documents and relevant correspondence.
• Identify, sort and attach incoming correspondence and documents to files, where relevant.
• Utilize the electronic tracking sheet to ascertain status of procurement actions, extract data on procurement and answer any query on this specific subject based on data indicated in the tracking sheet and physical files.
• Prepares new file jackets and other filing aids for procurement files.
• Search for specific references on committing documents and correspondence, either manually or by using the computerized data, handle vague and unclear requests requiring detailed knowledge of codes and cross-referencing.
• For all procurement related actions: date stamps and control code numbers of outgoing correspondence and checks enclosures, signatures, addresses and number of copies and delivers urgent documentation within the Organization.
• Periodically remove non-current files and sends them to appropriate registry including the initiation of necessary correspondence to perform such activities.
• On an electronic PRs tracking sheet, maintain data input of all procurement actions to ensure stored data accurately and correctly reflect procurement status.
• Monitor the filing system and ensure that all documents are correctly filed.
• Transmit and record faxes/emails as necessary.
• Provide information on request, regarding status of committing documents.
• Deal with all queries on status of procurement actions.
• Provide regularly (monthly) updated standard PRs tracking sheet to the FAOR and Procurement Officer.
• Perform other duties as required.
Minimum Requirements
• University degree in business administration, management, finance or a related field;
• 05 years of relevant experience in agricultural development and/or project planning/formulation/ implementation;
• Working knowledge of English and limited knowledge of another FAO official language (Arabic, Chinese, French, Russian or Spanish).
• Experience in handling of web based management systems and ERP system.
• CIPS Level-2 certification will be an added advantage.
• Mozambican National.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
· Capable of working under pressure in a multitasking position.
· Ability to work in a multicultural environment.
· Good experience in the usage of computers and office software packages (MS Word, Excel, etc.)
· Work experience in more than one location or area of work, particularly in field positions is desirable
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