• Job Description

  Req#: 1614966
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  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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  Organizational Setting

  The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
  
  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

  Under the overall supervision of the FAO Representative and the direct supervision of the Assistant FAO Representative (Administration), the Administrative and Finance Assistant ensures quality, transparency and consistency of data and processes within his/her area of responsibility and contributes to a smooth functioning of the work of the unit.

  
  Technical Focus

  The incumbent 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 will be responsible for the day-to-day operations in conformity with the relevant rules, procedures and practices of the Organization focusing on the quality of work outputs and meeting of timelines. In particular, the incumbent will perform the following tasks:
  • Perform operational functions relating to the procurement process, including the preparation of documents related to assigned procurement actions, issuance of tenders and purchase orders, evaluation of bids, follow-up with suppliers, attendance at tender opening panel, draft simple amendments and/or renewals to contracts and service orders under the guidance of the supervisor, applying in-depth knowledge of the procurement applications and regulations etc.;
  • Review purchase requisitions, orders, contracts and tenders to ensure that they are technically complete and in conformity with established FAO rules and procedures; approve transactions in the relevant systems up to a maximum amount as delegated;
  • Ensure that procurement actions are completed in a timely manner in accordance with the relevant rules and procedures; ensure timely information on the status of procurement activities and all related issues;
  • Maintain and monitor database records related to procurement actions undertaken, assigned tenders, and contracts; coordinate collection of statistical information on procurement actions and ensure that information maintained in the relevant systems is accurate and updated;
  • Prepare, review and analyze periodic monitoring reports making recommendations and taking action as instructed;
  • Participate in meetings with suppliers;
  • Support knowledge building and knowledge sharing across the Service through training of staff and briefing of colleagues on the use of the Oracle Procurement Module and other IT applications utilized in the Procurement Service;
  • Act as the Contracts Unit focal point for GRMS, UNGM and Intend;
  • Review current processes and make recommendations to improve purchasing systems and procedures;
  • Present the Procurement cases to LPC for review, while serving as Secretary for the proceedings;
  • Support Project Managers in the preparation of Procurement Plans;
  • Vendor database management;
  • Perform other duties as required for the smooth operations of the office.

  
  Minimum Requirements

  Candidates should meet the following:
  • Minimum a university degree in agribusiness, agricultural economics, social sciences, business administration, or other fields related to the FAO mandate.
  • At least 2 years of relevant experience in field implementation of project activities, project operations and support involving agribusiness and enterprise development promotion.
  • Working knowledge of English.
  • A national of Zambia.

  
  FAO Core Competencies

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

  
  Selection Criteria

  Please note that all candidates should possess computer/word-processing skills and should be capable of working with people of different national and cultural backgrounds.

  • Possession of relevant computer/word-processing skills.
  • Extent and relevance of experience in field level coordination, supporting, advising and guiding the implementation of multi-stakeholder projects.
  • Extent and relevance of experience working with national and local governments, private sector, NGOs, academic and research institutions, including the Consultative Group on International Agricultural Research (CGIAR), is considered a strong asset.
  • Level of communication skills, writing skills including ability to write concise technical reports in English.
  • Familiarity with FAO and UN (in general) administrative, operational, and financial procedures is an asset

  ADDITIONAL INFORMATION

  • FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
  • Applications received after the closing date will not be accepted
  • 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/
  • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

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  FAO seeks gender, geographical and linguistic diversity in its staff and international consultants in order to best serve FAO Members in all regions.

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  HOW TO APPLY

  • To apply, visit the recruitment website at Jobs at FAO and complete your online profile. 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 to the online profile
  • Once your profile is completed, please apply, and submit your application
  • 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
  • Only applications received through the FAO recruitment portal will be considered
  • 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 help or have queries, please create a one-time registration with FAO’s client support team for further assistance: https://fao.service-now.com/csp

  FAO IS A NON-SMOKING ENVIRONMENT

• About the company

  The Food and Agriculture Organization of the United Nations is a specialized agency of the United Nations that leads international efforts to defeat hunger and improve nutrition and food security.

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