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- FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO's values
- FAO, as a Specialized Agency of the United Nations, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination
• All applications will be treated with the strictest confidentiality
• FAO staff are subject to the authority of the Director-General, who may assign them to any of the activities or offices of the Organization.
Organizational Setting
The FAO Regional Office for Latin America and the Caribbean (RLC) is responsible for leading FAO's response to regional priorities for food security, agriculture and rural development through the identification, planning and implementation of FAO's priority activities in the region. It ensures a multidisciplinary approach to programmes, identifies priority areas of action for the Organization in the region and, in collaboration with offices and divisions at headquarters, develops, promotes and oversees FAO's strategic response to regional priorities. RLC also advises on the incorporation of regional priorities into the Organization's Programme of Work and Budget and implements approved programmes and projects in the region, monitors the level of programme implementation and draws attention to problems and deficiencies. The Procurement Service provides advice, guidance and oversight for FAO procurement operations and the Letter of Agreement Quality Assurance function both at headquarters and in FAO Decentralized Offices; it provides policy and operational support to ensure that the Organization procures goods, works and services based on "Best Value for Money" principles.
The post is located in the Administrative Support Unit in RLC in Santiago, Chile.
Main Purpose
The Procurement Assistant performs a wide range of routine administrative and control functions in support of FAO's procurement services. He/she contributes to timely and efficient procurement operations.
Supervision Received/Exercised
The Procurement Assistant will work under the overall supervision of the Procurement Officer and the direct supervision of the Procurement Associate. He/she acts independently in routine matters. Supervision and guidance received supports the incumbent in his/her day-to-day work.
Working Relationships
The incumbent interacts with colleagues from within the work unit and with immediate clients from within the Organization, providing a wide variety of routine administrative and procurement services.
Key Functions/Results
- Review and prepare routine documentation and correspondence related to assigned procurement actions, including, but not limited to: identification of potential suppliers, preparation of invitations to bid, bid summaries, purchase orders and/or contracts, simple contractual amendments, renewals; obtain clarifications when necessary.
- Follow up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services, receipt of performance bonds or other necessary documentation.
- Review invoices of incoming goods, transportation services and custom's clearance fees for accuracy; bring to the supervisor's attention any discrepancies which may arise, prior to processing the payment.
- Report on the status of procurement actions.
- File documents and correspondence and database records related to procurement actions, assigned tenders, purchase orders and contracts.
- Run periodic reports, taking action as requested.
- Ensure data input into systems as accurate.
- Review with the supervisor problems and discrepancies related to assigned actions.
- Support corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.
- Perform other related duties as required.
Impact of Work
The incumbent's work impacts on the quality, timeliness and efficiency of FAO's procurement operations.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education.
Work Experience and Knowledge: Three years of experience in administrative, accounting and/or procurement support work.
Languages: Working knowledge (proficient – level C) of Spanish and limited knowledge (Intermediate – level B) of English.
IT Skills: Good knowledge of the MS Office package, Internet and office technology equipment.
Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical Skills
- Very good knowledge of the corporate computerized financial/travel/human resources systems.
- Good knowledge of procurement regulations and procedures.
Desirable Qualifications and Skills
- Good knowledge of FAO's administrative policies and procedures.
- Knowledge of the Corporate Environmental Responsibility.
- Knowledge of the International Commercial Terms (INCOTERMS) and their application.
- Certification on procurement delivered from an internationally recognized institution is an asset.
- Knowledge and experience in the Integrated Management Information System (iMIS) reporting and monitoring tools.
- Working knowledge (proficient – level C) of English.
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- FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)
- Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
- The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
- General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application."Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.
- No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location
- For additional information visit the FAO employment website: http://www.fao.org/employment/home/en/
REMUNERATION
A competitive compensation and benefits package is offered. For information on UN salaries, allowances and benefits, click on the following link:
http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm
HOW TO APPLY
- To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Once completed, please apply and submit your application, with language certificates as attachments. Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications. FAO reserves the right to request candidates to undertake a language test in the future, as appropriate
- Incomplete applications will not be considered
- Candidates may be requested to provide performance assessments and authorization to conduct verification checks of past and present work, character, education, military and police records 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 and with other companies acting on FAO’s behalf to provide employment support services such as pre-screening of applications, assessment tests, background checks and other related services. You will be asked to provide your consent before submitting your application. You may withdraw consent at any time, by withdrawing your application, in such case FAO will no longer be able to consider your application
- Your application will be screened based on the information provided in your online profile
- We encourage applicants to submit the application well before the deadline date.
- If you need assistance please contact: Careers@fao.org
