Under the direct supervision of the Local Procurement Officer of the EUFF Program and the general supervision of the ERCU Coordinator, while adhering to the Organization’s prevailing rules and practices, the Procurement Clerk will undertake all tasks delegated to him/her by his/her direct supervisor and will assist him/her in all his/her tasks; and in particular:

- Vendors rooster:

- Maintain data input of all local/regional vendors recorded in the electronic rooster.
- Regularly contact local/regional vendors recorded in the electronic rooster to ensure that contacts and other information re their scope of activities are duly updated.
- At the request of the Local Procurement Officer and/or the vendor, arrange for meetings with local/regional vendors at the FAO office.
- Under the direction of the Procurement Officer, draft correspondence related to general relations with local vendors.
- Provide on time (i.e. end of each month) updated standard electronic vendor rooster to the Local Procurement Officer.

- Procurement actions registry:

- Maintains physical files of the Procurement Unit including committing documents and relevant correspondence, general files, country and project files.
- Identifies, sorts and attaches incoming correspondence and documents to files, where relevant.
- Utilizes computerized procurement system and relative programmes, to ascertain status of procurement actions, extracts data on procurement and answers any queries on this specific subject on the basis of data indicated in the computer.
- Prepares new file jackets for procurement files, cross-reference sheets, cards and other filing aids.
- Searches for specific references on committing documents and correspondence, either manually or by using the computerized data, handle vague and unclear requests requiring detailed knowledge of codes and cross referencing.
- For all procurement related actions: date stamps and controls code numbers of outgoing correspondence and checks enclosures, signatures, addresses and number of copies and delivers urgent documentation within the Organization.
- Periodically removes non-current files and sends them to appropriate registry including the initiation of necessary correspondence to perform such activities.
- On an electronic PRs tracking sheet, maintain data input of all procurement actions to ensure stored data accurately and correctly reflect procurement status.
- Monitor the filing system and ensure that all documents are correctly filed.
- Transmit and record faxes/emails as necessary.
- Provide information on request, regarding status of committing documents.
- Deal with all queries on status of procurement actions.
- Provide on time (i.e. end of each month) updated standard PRs tracking sheet to the Local Procurement Officer.


- Assets management:

- Receipt all new assets with the exception of vehicles at the delivery at the FAO office level.
- Ensure proper tagging to all new assets (including vehicles) as soon as they are acquired and enter them in the electronic assets record.
- Enter in contact and maintain communication with the insurance company to ensure that proper insurance coverage is duly activated for all new assets acquired as soon as they are received and recorded.
- Under the guidance of the supervisor, maintain an updated Insurance Status.
- At the (written) request of a staffer, and after joint authorization of the project manager and the Local Procurement Officer, release assets in stock to the requester, recording the dispatch in the assets record and filing the release form with the requester’s signature acknowledging custody of the asset.
- When an incident resulting in a loss/theft/damage of an asset occur, ensure that proper incident report is duly submitted and filed within 48hrs since the incident occurred.
- Initiate the procedure to proceed with the disposal of an asset which has been lost/irreparably damaged/stolen and ensure that all necessary documentation is duly filed to support all asset disposal.
- Initiate the procedure to claim insurance coverage for all items which have been lost/damaged/stolen.
- Maintain data input of all purchased assets into the electronic assets record to ensure stored data accurately and correctly reflect acquired assets status.
- Undertake (documented) quarterly ad-hoc physical assets’ status spot checks.
- Provide on time (i.e. end of each month) updated standard electronic Assets record to the Local Procurement Officer.

- Performs other related duties as required as the above list of tasks is not restrictive but only indicative.

The candidate should demonstrate the following qualifications/skills

• Studies in Management / Accounting or related field;
• At least 3 years of experience in procurement or logistics position;
• Good procurement knowledge of NGOs or UN agencies ;
• Computer knowledge, particularly Advanced Excell speadsheets and Word
• Good organizational skills, communication skills both written and oral French;
• Ability to work under pressure
• Good interpersonal skills

-CV
- Copy of Diploma
- Letter of motivation

2010-10-22