Procurement Clerk

Background

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger. Our goal is to achieve food security for all and make sure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 members - 194 countries and the European Union, FAO works in over 130 countries worldwide to promote better production, better nutrition and better environment for a better life. The FAO Coordination Office for the West Bank and Gaza Strip Programme implements the Country Programming Framework for Palestine to enhance the wellbeing of Palestinian people by making the agrifood system more efficient, inclusive, resilient, and sustainable in alignment with national policies and strategies and the United Nations Sustainable Development Cooperation Framework (UNSCDF). Under the overall supervision of the FAO WBGS Head of Office, the general supervision of the Operations Officer and direct supervision of the Procurement Assistant, the incumbent will perform a range of standardized clerical duties and functions mainly related to the procurement to ensure consistent service delivery in line with the requirements and structure of the organization. The incumbent will work in close collaboration with FAO operations, finance and programme and projects’ staff and with FAO HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

Support and follow-up procurement related activities;

Support to knowledge building and knowledge sharing

• Assists in ensuring full compliance of procurement activities with UN/FAO rules, regulations, policies  and strategies;

• Assists in supporting the procurement functions and processes including preparations of Request for  Quotations (RfQs), Invitation to Bids (ItBs) or Request for Proposals (RfPs), Low Value Purchase  orders (LVPOs), receipt of quotations, bids or proposals;

• Assists in ensuring that purchase orders are duly prepared and dispatched; and keeping track of  payment schedules for all LVPOs and purchase orders;

• Assists in following up on invoices/payment requests and including all the supporting documents  required for finance to process the payment;

• Writes the needed justification and note for the files related to procurement when and as needed;

• Assist vendors to register in UNGM 

• Maintains an updated suppliers and vendors database; prepares vendor forms for suppliers and  contractors, follow-up with FAO vendor team to register new vendors;

• Maintains an accurate and updated filing system in the Procurement Unit; and assists in classification  and maintenance of documentation relating to procurement subject-matter areas;

• Performs other duties as and when required.

Competencies

FAO Core Competencies:

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Technical/Functional Competencies:

Corporate Competencies:

• Demonstrates commitment to FAO’s mission, vision and values;

• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

• Demonstrates integrity by modeling the UN’s values and ethical standards.

Functional Competencies:

Knowledge Management and Learning

• Promotes a knowledge sharing and learning culture in the office.

• Actively works towards continuing personal learning and development  in one or more Practice Areas, acts on learning plan and applies  newly acquired skills;

Development and Operational Effectiveness

• Ability to perform a variety of specialized activities related to  administrative and procurement issues;

• Sound knowledge of administrative and procurement rules and  regulations;

Leadership and Self-Management

• Focuses on result for the client;

• Consistently approaches work with energy and a positive, constructive attitude;

• Remains calm, in control and good humored even under pressure;

• Demonstrates openness to change;

• Responds positively to feedback and differing points of view

Required Skills and Experience

Education: 

• High School Diploma, University degree in Business Administration would be desirable.

Experience:

• A minimum of three years of relevant experience in procurement is required. 

• Work experience with International and/or UN agencies is desirable.

Language Requirements: 

• Arabic mother tongue and very good knowledge of English Language.

• Knowledge of Hebrew is an additional asset.

Other:

• Initiative, good judgment, ability to work under pressure, writes clearly and meets deadlines. 

• Courtesy, discretion and ability to work with people of different  national and cultural backgrounds. 

• Experience in the usage of computers and office software  packages (MS Word, Excel, etc) and knowledge of spreadsheet  and database packages, experience in handling of web-based  management systems.

TO APPLY: 

APPLICATIONS WITHOUT THE COMPLETED UNDP P-11 FORM WILL BE TREATED AS INCOMPLETE AND WILL NOT BE CONSIDERED.

UNDP P11 form (new Personal History form) (google.com). Kindly ensure to upload both CV and P-11 as one document as the system will only allow one attachment.