Organizational Setting

FAO Afghanistan is investing across all 34 provinces of Afghanistan in resilience reinforcing actions that focus on protecting agriculture livelihoods and local ecosystems, boosting local production of nutritious foods and cash-incomes, and safeguarding critical agriculture sectoral development gains achieved over the past couple of decades through revitalizing rural markets and economy. In particular, FAO provides a combination of humanitarian and basic needs/non-humanitarian assistance to female and male farmers and herders across Afghanistan in the agriculture, livestock, irrigation and natural resources sub-sectors through its projects and programs, as described in the 2024 Humanitarian Needs and Response Plan (HNRP) and the United Nations Strategic Framework for Afghanistan (UNSFA) 2023-2025, specifically under UNSFA Priority 2 Economic Opportunities and Resilient Livelihoods.

There is one position with duty station Kabul; this is a National Project Personnel position – SC5.1.

Reporting Lines

The incumbent will work under the overall supervision of the FAO Representative (FAOR) or Deputy FAO Representative (DFAOR) in Afghanistan.

S/he will work under the direct supervision of the International Procurement Officer, and the day-to-day technical/functional guidance of the International Procurement Officer who will assign and monitor the daily tasks. The performance evaluation will be done by the direct supervisor.

Technical Focus

The Procurement Assistant – Monitoring and Compliance for Goods and Services provides support in the coordination of the day-to-day procurement operations, including specialized and complex processes and functions, ensuring consistency, timeliness, and conformity with relevant rules, procedures, and practices.

S/he provides procedural guidance to clients regarding procurement procedures for goods/ services and contributes to timely and efficient procurement operations.

Tasks and responsibilities

• In strict compliance with FAO procurement guidelines and relevant FAO Manual Section provisions provide day-to-day procurement administrative support and perform tasks as related to procurement of goods, works and services;
• Review, check, monitor and implement the procurement steps as per established check lists and Standard Operating Procedures;
• Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:
• Regularly prepare the monitoring reports for different donors as per there requirements
• Prepare and follow up on the P2p (Procure to Pay cycle).
• Provide regularly (monthly) updated Procurement Reports (P2P tracking sheet, local vendor roster) to the IPO for review/clearance and further official circulation to FAOR and other internal stakeholders, as directed by IPO;
• Periodically remove non-current files of the Procurement Unit and send them to appropriate registry including the initiation of necessary correspondence to perform such activities
• Obtain from Buyers and record and file on both paper and electronically vital and important emails (or system communications) as necessary
• Prepare files for the Internal or external Audit under the supervision of IPO
• Routine follow-up on procurement and informing the supervisor of the status;
• Written responses to queries from external parties regarding procurement matters;
• Establishment and maintenance of working files on procurement activity, including printing of all offers (for the assigned cases) from the e-tendering portal after the formal Opening by the Tender Opening Panel;
• Preparation of letters, memoranda, email, etc.

to monitor progress and liaise with vendors during the entire procurement cycle; examination and resolution of post-order problems and preparation of progress reports on procurement matters;
• Follow up and preparation of Local Procurement Unit monitoring database and regularly update.
• Monitor on regular basis the filing system and ensure that all documents are correctly filed;
• Liaison with the requesters on receipt of goods, equipment’s and services given obtaining the proper delivery reports or similar to ensure all supporting documents are available for audit and review purpose;
• Provide monthly reports on status of contracts progress and payment to Programme, Procurement and Operations Teams;
• Conduct market research to add more qualified Service Providers to the database of shortlisted Service Providers practicing due diligence in verifying the Profile and Past Performance of the Service Providers;
• Prepare and bi-monthly work on Procurement Plan together with the Procurement and make analyses of planned activities vis-à-vis planned dates to identify bottlenecks and ways of improvement;
• Implement the procurement plans through the issuance of tenders, following up on the evaluations, preparing commercial evaluations, drafting the submissions to the Review Committees, issuing contractual instruments (Contracts and GRMS ERP Purchase Orders), following up on delivery and closing the contractual instruments;
• Input to the preparation of procurement plans;
• Support to the Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• Perform any other duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree (Bachelor) in Procurement, Supply Chain, Business Administration, Economics, Accounting, Commerce, Law or closely related field.
• At least three (3) years of relevant experience in procurement, supply chain, contract management or related area of work.
• Working knowledge (level C) of English and local languages (Pashto and/or Dari);
• National of Afghanistan.

FAO Core Competencies

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

Technical/Functional Skills

• Familiarity with UN agencies administrative, finance and procurement operations systems is highly desirable;
• Familiarity with internationally recognised international standards and all phases of the procurement process;
• Experience in identifying client’s procurement related needs and in providing support and guidance from a client’s point of view;
• Ability to prepare communication and contractual documentation in English;
• Ability to identify and resolve problems expeditiously and pragmatically; tact, initiative and sound judgment; ability to establish and maintain good working relations with other staff / colleagues from different cultural background;
• Previous experience with the UN is considered a strong asset.
• CIPS Level 2 is considered a strong asset.
• Strong professional command of Microsoft Office, in particular Word and Excel.

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.