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.  

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure 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.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.  The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.

Specifically, FAO Country Offices: 
•     advocate, inform and support policies and investments in the areas of FAO’s mandate; 
•     provide technical assistance and deliver core services; 
•     assist and catalyze partnership and resource mobilization activities to support agrifood systems transformation; 
•     position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation; and ensure risk-smart and accountable operations and management

2 posts are advertised

Reporting Lines

The National Procurement Assistant will work under the overall guidance of the FAO Head of Office in Papua New Guinea and the direct supervision of the International Procurement Specialist (IPS), while maintaining close coordination and collaboration with project teams and relevant FAO units.

Technical Focus

Support procurement and supply chain activities in compliance with FAO policies and procedures, ensuring adherence to the principles of integrity, transparency, accountability, fairness, value for money, and competition. This includes processing procurement actions through GRMS and In tend, preparing solicitation documents, conducting monitoring and follow up, supporting bid and financial analysis, maintaining records, and providing operational support to FAO units and projects.

Tasks and responsibilities

Procurement Processing and Systems Management
•     Receive and process completed Purchase Requisitions (PRs) through the Global Resource Management System (GRMS) as routed by the IPS.
•     Prepare and issue Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs) in accordance with FAO CSLP Guidelines and relevant procurement manuals.
•     Utilize the FAO In Tend electronic tendering system for the timely conduct of RFQ, ITB and RFP solicitations and the United Nations Global Marketplace (UNGM).
•     Review PRs assigned daily and ensure that Purchase Orders (POs) are issued in a timely manner.
•     Review open GRMS Purchase Orders and ensure final closure after full delivery and payment for goods or services rendered.

Procurement Method Review and Financial Analysis
•     Review justifications for Direct Procurement, confirm eligibility, and obtain prior clearance from the IPS before finalization, where applicable.
•     For competitive procurement actions, prepare financial evaluations and comparative analyses of quotations following receipt of technical evaluation results.
•     Prepare Purchase Orders, Service Agreements and contracts for procurement of goods and services (e.g. supplies, transportation, services), ensuring correctness and compliance.

Monitoring, Delivery, and Planning Support
•     Monitor delivery of goods and services against contractual terms and delivery schedules specified in POs and Service Agreements.
•     Generate, print, and review monthly GRMS PO reports and take necessary follow up actions to ensure timely delivery and closure.
•     Assist requisitioners/Project managers in the preparation of procurement plans, providing input on market conditions, pricing trends, procurement lead times, and potential risks.

Data Management, Reporting, and Compliance
•     Retrieve, enter, analyse, verify, and summarize procurement data using FAO corporate systems and databases (including GRMS), ensuring accuracy and completeness.
•     Collect and compile data for recurring and ad hoc procurement reports as required.
•     Develop and maintain strong working knowledge of FAO procurement policies, procedures, and guidelines, ensuring that all procurement actions comply with Manual Section (MS) 502 or 507, as applicable.
•     Respond promptly and accurately to queries related to procurement actions handled.

Coordination and Special Procurement Areas
•     In the absence of the IPS, receive GRMS Purchase Requisitions and equitably distribute procurement workload among procurement support staff, while liaising closely with the IPO on complex cases.
•     Support procurement of assets and non expendable equipment, ensuring correct category and account codes are applied to avoid misclassification.
•     Take corrective action on Purchase Orders where incorrect account codes are identified, in coordination with FAO Services@fao.org.

Record Keeping and General Support
•     Maintain complete, accurate, and well organized procurement documentation in both electronic and hard copy filing systems, in compliance with FAO audit and accountability standards.
•     Provide day to day procurement support to project teams and related FAO units as required.

Perform any other related duties as assigned.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

•     Completion of secondary education (high school diploma) is required. 
•     Minimum of two (2) years of relevant experience in procurement, supply chain management, or procurement-related administrative support at the national and/or international level.
•     Working knowledge (Level C) of English and Tok Pisin.
•     National of Papua New Guinea

FAO Core Competencies

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

Technical/Functional Skills

•     Work experience in more than one location or area of work, particularly in procurement, logistics, administration, or project support functions.
•     Extent and relevance of experience in understanding market trends, sources of supply, equipment, negotiation and contract administration
•     Extent and relevance of experience in procurement, supply chain, or administrative support functions across multiple duty stations, projects, or operational environments.
•     Familiarity with public sector procurement policies, procedures, and compliance requirements.
•     Experience working in UN agencies, international organizations, or development projects is an advantage.
•     Knowledge of internationally recognized procurement standards and procurement practices.
•     Ability to research, analyse data, and prepare sound procurement recommendations, including contract award proposals.
•     Capacity to interpret specifications, clarify contractual terms, and exercise sound judgment in assigned tasks.

Selection Criteria

•     A degree or diploma in Purchasing and Supply Chain Management, Procurement, Business Administration, accounting, Finance, Management, or a related field is highly desirable. A technical or vocational certification in procurement is considered an advantage.

ADDITIONAL INFORMATION