Job Description Procurement Assistant
Primary Location
: Egypt-Cairo
Organizational Setting
The main aim of the Food and Agriculture Organization’s (FAO’s) Representation in Egypt, is to assist the Government of Egypt to develop policies, programmes and projects to improve food security and nutrition, promote sustainable agricultural development, reduce rural poverty, develop inclusive agri-food systems and strengthen livelihood resilience – in line with the Organization’s Strategic Objectives and United Nations’ global and Government of Egypt’s national Sustainable Development Goals.
Reporting Lines
Under the overall supervision of the Programme Officer and the direct Supervision of the Operations Specialist, the incumbent will perform a range of procurement duties and functions to ensure consistent service delivery in line with the requirements and structure of the organization.
Technical Focus
Perform procurement duties and functions in cooperation with the different operations and programme units, with a focus on tendering, conducting market surveys, ordering goods and services, tracking delivery and following up with project managers and suppliers.
Tasks and responsibilities
• Ensure procurement activities are completed in compliance with UN/FAO rules, regulations, policies, and strategies.
• Draft EOIs, RFQs, ITBs, and RFPs; handle the receipt of bids/proposals, conduct eligibility compliance checks, and prepare commercial evaluations in line with FAO rules and regulations.
• Monitor procurement processes from requisition through delivery, acceptance, and payment, ensuring all requirements are met and maintain procurement tracking sheets for timely updates.
• Prepare submissions to the FAO Local Procurement Committee (LPC), draft purchase orders, contracts, LTAs, LoAs, MoUs and relevant amendments.
• Ensure payment requests/invoices are certified and complete, facilitating payment processing by the Finance Unit.
• Maintain and update the supplier/vendor database and assist in supplier registration with UNGM.
• Ensure timely customs clearance and the safe arrival of shipments by liaising with relevant units, including obtaining necessary import exemption certificates from the RNE Administration Unit.
• Regularly report to the International Operations Specialist on the status of procurement activities, ensuring accurate database records of procurement actions, tenders, and contracts through regular updates to the procurement tracking sheet.
• Conduct monthly meetings with project managers and Operations Units to ensure procurement plans are well-designed, implemented, and monitored, ensuring timely completion of procurement actions.
• Draft correspondence and maintain contact with suppliers and contractors for follow-ups and issue resolution.
• Prepare procurement justifications and notes for the files as needed.
• Maintain the filing and archiving system within the Procurement Unit.
• Perform other duties as and when required.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements • University degree in business administration, project management, supply chain management or related fields;
• At least 4 years of working experience in a relevant supply chain/ procurement fields;
• Working knowledge in English and Arabic is required.
• Nationality of Egypt.
FAO Core Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Selection Criteria
• Demonstrated experience in working on projects funded by international donors and organizations is a plus,
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 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.
HOW TO APPLY
• To apply, visit the recruitment website at 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:
FAO IS A NON-SMOKING ENVIRONMENT
