Technical Focus
The Administrative/Procurement Assistant is responsible to perform a large variety of routine administrative/procurement work and office support functions contributing to the smooth and efficient running of the work unit.
The incumbent’s key results have an impact on the efficiency & effectively of the Procurement and Administrative unit in FAOR. Accurate data entry, presentation of information strengthens the capacity of the FAOR office; client-oriented approach enhances FAO representation capability in administrative and procurement related management.
Tasks and responsibilities
Specifically, the incumbent will perform the following specific tasks:
- Receive visitors, telephone calls and inform the people concerned or take messages if necessary;
- Manage all correspondence and filing, keeping, and updating a record of equipment and goods in stocks;
- Ensure sufficient supplies of office stationery including placing timely purchase requisitions for restocking;
- Ensure all office equipment are operating properly; coordinate driver to ensure maintenance of vehicle logbook and vehicle maintenance in timely manner;
- Ensure dispatch of mails/invitations and timely follow up on responses as required;
- Keep and maintain registry of FAO stakeholders including contact details (Government, Development Partners and Others)
- Regularly monitoring [email protected] incoming emails and timely inform/forward information to the relevant FAOTL officers;
- Regularly update a FAOTL share folder for storing various kind of programme related files including time sheets, photographs and other and make the link available to programme/project officers.
- Assist AFAORs in other corporate services, particularly on admin and logistic support
- Assist requesters to initiate Purchase requisitions (PR) in the GRMS system based on formal requests from requestors
- Assist Procurement and Logistic Officer in vendor registration in UNGM and other online system.
Assist Procurement and Logistic Officer in inspection of the delivered goods and provide receipts of the procured goods.
- Assist Procurement and Logistic Officer in keeping track and record of project purchased goods/assets, registry of project procured goods/assets, stocks and facilitate timely dispatch to project sites;
- Assist Procurement and Logistics Officer in maintaining asset records and updates in the system (GRMS/COIN); keeping track and record of office assets inventory.
- Assist Procurement and Logistic Officer identifying potential vendor, requesting quotation, opening tender and other procurement related roles;
- Complete relevant mandatory and other required online trainings to familiarize with FAO Procurement and LOAs Processes
- Perform any other duty as required
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
- University degree/technical diploma/high school diploma
- 3 (three) years of relevant experience in administrative, procurement, logistic and office support work
- Working knowledge (Level C) FAO official language used for communication within the country (English, French or Spanish).
- IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment.
- Ability to use accounting software and other information systems and databases to insert data, make enquiries, retrieve/define ad hoc reports and analyses and edit results in appropriate format.
FAO Core Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical/Functional Skills
- Good knowledge of the communication and documentation standards
- Good knowledge of corporate computerized Procurement/logistic/ travel / Human Resources systems and administrative procedures and policies
- Good knowledge of the organizational structure
FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.
ADDITIONAL INFORMATION
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Incomplete applications will not be considered. If you need help please contact: [email protected]
- Applications received after the closing date will not be accepted
- For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
HOW TO APPLY
- To apply, please send your updated profile to [email protected] or submit the hard copy to FAO representation office at the Ministry of Agriculture and Fisheries Compound, Av. Presidente Nicolau Lobato, No. 5 - Comoro. We strongly recommend that your profile is accurate, complete and includes your employment records, academic qualifications, and language skills
• Candidates are requested to attach a letter of motivation or application letter confirming you as the best candidate for the position
• Candidates may be requested to provide performance assessments and/or authorization to conduct verification checks of past and present work, character, education record to ascertain any and all information which may be pertinent to the employment qualifications
• Incomplete applications will not be considered
• Personal information provided on your application may be shared within FAO for employment recruitment related processes such as pre-screening of applications, assessment, background checks and other related process
• Only applications received in FAO representation office and FAO official email portal will be considered
• Your application will be screened based on the information provided in your profile
• We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: [email protected]
