Procurement Assistant

Organizational Setting

Guided by the Country Program Framework 2023 -2027, FAO’s country programme in Egypt is aligned with country priorities as expressed in national strategies such as; Vision 2030, 2030 Updated Sustainable Agricultural Development Strategy and Action Plan (SADS-2030), National Water Resources Plan, 2017-2037, Egypt National Climate Change Strategy-2050 and First Updated Nationally Determined Contributions (2022), National Food and Nutrition Strategy (2022-2030), Egypt National Action Plan for Antimicrobial Resistance (2018-2022), Programmer (2022), National Strategy for the Empowerment of Egyptian Women, 2030, Haya Karima Initiative (Decent Life – Sustainable Rural Communities) 2019-2030, Nexus of Water, Food and Energy (NWFE) Program, and residential Initiative “Bedaya – A New Beginning for Human Building”.
Through the support of various international donors, FAO Egypt is implementing a growing portfolio of projects covering but not limited to; land and water enhancement, agriculture production, animal health, climate change adaptation, agrifood value chain development, food security and nutrition and support to vulnerable rural and smallholder farmers. Further, an expected pipeline of projects covering climate change adaptation, natural resources management, biodiversity restoration and risk reduction is expected. FAO Egypt also sits in various coordination mechanisms in the country, in a strategic capacity, as a technical lead for food systems and agriculture.
To deliver its program, FAO Egypt is working with several line ministries such as Ministry of Agriculture and Land Reclamation Ministry of Environment, Ministry of Foreign Affairs, Ministry of Health and Population, Ministry of Social Solidarity, Ministry of Water Irrigation, and Ministry of Youth and Sports.

Reporting Lines

The Procurement Assistant will work under the overall supervision of the FAO Representative and Assistant FAOR in Egypt, the general supervision of the Programme Officer and the direct supervision of the International Operations Specialist.

Technical Focus

The incumbent will perform a range of procurement duties and functions to ensure consistent service delivery in line with the requirements and structure of the organization and in cooperation with the different operations and programme units.

Tasks and responsibilities

• Ensure procurement activities are completed in compliance with UN/FAO rules, regulations, policies, and strategies.
• Draft EOIs, RFQs, ITBs, and RFPs; handle the receipt of bids/proposals, conduct eligibility compliance checks, and prepare commercial evaluations in line with FAO rules and regulations.
• Monitor procurement processes from requisition through delivery, acceptance, and payment, ensuring all requirements are met and maintain procurement tracking sheets for timely updates.
• Prepare submissions to the FAO Local Procurement Committee (LPC), draft purchase orders, contracts, LTAs, LoAs, MoUs and relevant amendments.
• Ensure payment requests/invoices are certified and complete, facilitating payment processing by the Finance Unit.
• Maintain and update the supplier/vendor database and assist in supplier registration with UNGM.
• Ensure timely customs clearance and the safe arrival of shipments by liaising with relevant units, including obtaining necessary import exemption certificates from the RNE Administration Unit.
• Regularly report to the International Operations Specialist on the status of procurement activities, ensuring accurate database records of procurement actions, tenders, and contracts through regular updates to the procurement tracking sheet.
• Conduct monthly meetings with project managers and Operations Units to ensure procurement plans are well-designed, implemented, and monitored, ensuring timely completion of procurement actions.
• Draft correspondence and maintain contact with suppliers and contractors for follow-ups and issue resolution.
• Register new suppliers and vendors in GRMS and UNGM databases.
• Prepare procurement justifications and notes for the files as needed.
• Maintain the filing and archiving system within the Procurement Unit.
• Perform other duties as and when required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

FAO Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Strong coordination and communication skills to work effectively with different teams and external suppliers.
• Attention to detail and ability to ensure compliance, accuracy, and timely delivery of procurement actions.
• Ability to manage multiple procurement actions simultaneously and meet tight deadlines.