Procurement Assistant

  • Full Time
  • Lusaka


Procurement Assistant

[ Type: FULL TIME , Industry: Human Services , Category: Transportation & Logistics ]

Jobs at:


Deadline of this Job:

Friday, March 08 2024

Duty Station:

Within Zambia , Lusaka, South – Central Africa


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.

The Food and Agriculture Organization (FAO) is a specialized agency of the United Nations that leads international efforts to defeat hunger and malnutrition. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

The support is based on the guidelines as provided by the Country Programming Framework (CPF). The current Zambia CPF has four priority areas: (1) Improve production and productivity of crops, livestock, fisheries and forestry; (2) Sustainable management of the natural resource base and Increasing Resilience and Uptake of Climate Smart Agriculture; (3) Enhance food security and nutrition status; and (4) Improved market access and sanitary measures. The incumbent’s tasks will mainly contribute to the first priority area.

Food and Agriculture Organization of the United Nations (FAO) through its Emergency Centre for Transboundary Animal Diseases (ECTAD) is implementing a new project titled “Zambia Multisectoral Pandemic Preparedness and Response Project (ZaMPPR).” This project is being Funded through the World Bank under the Pandemic Fund. The project focuses on fortifying the nation’s readiness and response capabilities concerning public health threats and challenges.

Reporting Lines

The incumbent works under the overall supervision of the FAO Representative, and the direct supervision of the AFAOR – Administration as functional supervisor. The incumbent will work directly under the national project coordinator. The incumbent is expected to operate autonomously and proactively, prioritizing the most urgent and important tasks. Supervision received is focused on the quality of work outputs. The incumbent will also work closely with backstopping of the ECTAD Country team Lead. The incumbent will undertake the following duties and responsibilities:

Technical Focus

The Procurement Assistant will play a pivotal role in providing procurement support for the World Bank Funded project Zambia Multisectoral Pandemic Preparedness and Response Project (ZaMPPR) in Zambia.

Tasks and responsibilities

The incumbent, through his/her work, will contribute to implementation of the project activities among which include:

  • Following the project document, understand the procurement needs of the project and plan accordingly what should be procured when, how and how many/much.
  • Prepare documentation to assigned procurement actions including identification of potential suppliers, preparation of invitations to bid, bid summaries, purchase orders and/or contract.
  • Seek technical support from relevant units in preparing technical specification of items to procure and request for technical clearance
  • Follow-up on purchase orders and contracts: monitor receipt of order confirmation, shipment and receipt of goods and services
  • Provide assistance to procurement actions.
  • Report on the status of procurement actions
  • File documents and records related to procurement actions, assigned tenders, purchase orders and contracts.
  • Inventory management and monitoring of stock levels at the office including project inputs in the field.
  • Safeguard inventory and maintain local inventory records.
  • Asset management including physical verification and proper recording of assets.
  • Process property transfers, putting serial numbers, tagging and disposal of assets.
  • Any other tasks as assigned under admin unit

Candidates Will Be Assessed Against The Following

Minimum Requirements

  • Bachelor of science degree with procurement or purchasing and supply
  • At least three (3) years of procurement and logistics management experience.
  • Working knowledge of English
  • National of Zambia.

FAO Core Competencies

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

Technical/Functional Skills

  • Very good knowledge of the communication and documentation standards
  • Very good knowledge of corporate computerized financial systems and administrative procedures and policies
  • Very good knowledge of the organizational structure

Selection Criteria

Please note that all candidates should possess computer/word-processing skills and should be capable of working with people of different national and cultural backgrounds. Candidates will be assessed against the following:

  • Extent and relevance of experience in field level coordination, supporting, advising and guiding the implementation of multi-stakeholder projects.
  • Extent and relevance of experience working with national and local governments, private sector, NGOs, academic and research institutions, including the Consultative Group on International Agricultural Research (CGIAR), is considered a strong asset.
  • Level of communication skills, writing skills including ability to write concise technical reports in English.
  • Familiarity with FAO and UN (in general) administrative, operational, and financial procedures is an asset

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

Interested candidates should send their CV

To apply for this job email your details to

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