Summary
Date Posted: Thursday, December 02, 2021 , Base Salary: Not Disclosed

JOB DETAILS:
Administrative Assistant (Procurement)
Organizational Setting
The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger and malnutrition. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist
governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.
Reporting Lines
The incumbent works under the overall supervision of the FAO Representative, and the direct supervision of the AFAOR – Administration as functional supervisor. The incumbent will work autonomously and proactively, prioritizing the most urgent and important tasks. Supervision received is focused on the quality of work outputs.
Technical Focus
The Administrative Assistant coordinates and performs the full range of office support, management support and administrative tasks, providing for the smooth and efficient running of the Office. He/ she ensures quality and consistency of the flow of office work and information in the work unit.

Tasks and Responsibilities
The incumbent, through his/her work, will contribute to implementation of the project activities among which include:
• Prepare documentation to assigned procurement actions including identification of potential suppliers, preparation of invitations to bid, bid summaries, purchase orders and/or contract
• Follow-up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services
• To provide assistance in procurement actions.
• Report on the status of procurement actions
• File documents and records related to procurement actions, assigned tenders, purchase orders and contracts
• Inventory management and monitoring of stock levels at the office including project inputs in the field
• Safeguard inventory and maintain local inventory records
• Asset management including physical verification and proper recording of assets
• Process property transfers, putting serial numbers, tagging and disposal of assets
• Any other tasks as assigned under admin unit

Minimum Requirements
• Bachelor of Science degree with procurement knowledge
• At least three years of experience in procurement and logistics management.
• Working knowledge of English as a language
• National of Zambia.

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

Technical/Functional Skills
• Very good knowledge of the communication and documentation standards
• Very good knowledge of corporate computerized financial systems and administrative procedures and policies
• Very good knowledge of the organizational structure

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: Careers@fao.org
• Applications received after the closing date will not be accepted

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
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/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
Important Notice: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply
• 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 selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality

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