Procurement Support Assistant

Job Description

Title: Procurement Support Assistant

Company Name: Food and Agriculture Organization of the United Nations

Vacancy: --

Age: Na

Job Location: Dhaka

Salary: --

Experience:

• At least 3 years

Bachelor`s degree in procurement, supply chain management, public/business administration or any other relevant field. 

• At least 3 years

• Minimum three (3) years of relevant working experience in procurement and/or supply chain management.

• Working knowledge of English and Bangla.

• National of Bangladesh.

Tasks and responsibilities

• Assist in and contribute to the planning and management of all procurement and contractual requirements related to FAO Bangladesh;

• Assist requesters in the preparation of procurement plans through input of challenges and current market price information, taking into consideration timelines for receiving the requirement, issuance of tenders, evaluation of tenders, issuance of contracts, inspection and delivery;

• Undertake regular updates of the Procurement Plan;

• Receive completed Purchase Requisitions through the Global Resources Management System (GRMS), as routed from the IPO, and prepare Request for Proposals (RFP), Invitation to Bid (ITB), Request for Quotations (RFQ), etc., following guidelines provided in the FAO Manual Section (MS) 502;

• Conduct market research, identify potential suppliers and maintain vendors’ registration database ensuring all entries are properly documented and filed. Liaise regularly with current and potential suppliers in regard to various issues: acceptance and signing of POs, terms of payment and delivery of goods, services or works, warranty contracts and price schedules;

• Utilize the FAO In-Tend online system for publishing RFQ, ITB and RFP solicitations in a timely manner.

• Perform procurement of goods, services and works, ensuring its compliance with related FAO regulations, and execute relevant transactions in the GRMS. Perform regular creation, closure and reconciliation of Purchase Orders (POs). Review Open GRMS Purchase Orders assigned and final close after full payment is made for goods or services received;

• Prepare financial/commercial analysis of quotations/proposals received after receipt of the technical evaluation from the requesters;

• Submit procurement cases to the Local Procurement Committee;

• Draft POs/contracts/agreements with vendors after careful and extensive preparatory work in close consultation with the IPO and requestor. Making necessary records and documentation to properly keep and maintain procurement and contract files.

• Monitor the delivery of goods and services against the delivery times offered by suppliers and service providers and as indicated on the Purchase Orders and Service Agreements issued; monthly print and review the GRMS PO reports and take required action for timely delivery;

• Daily review GRMS Purchase Requisitions (PR) assigned and ensure that POs are issued against all PR assigned in a timely manner;

• Respond to queries related to purchase actions and file procurement documents;

• Checks the correct category code for purchasing of assets (non-expendable items) to avoid miscoded items in the asset addition process;

• Perform other related duties as required.

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