The Procurement Bureau (PROCUREMENT) reports to the Treasurer and Financial Comptroller and provides services to ILO headquarters units, external offices and extra-budgetary funded programmes and projects. The Bureau develops, administers and disseminates procurement, including contracting, policies, rules and procedures in accordance with ILO Financial Rules and Regulations. It plans, coordinates and executes major procurement processes, acquires services, equipment and goods, and provides contracting services. It also provides information, advice and training on procurement issues.
This position is located in the Procurement Team of the Bureau.
The main role of the incumbent is to plan, develop and perform all aspects of procurement transactions for projects of medium-high volume/risk from initiation to recommending awards in respect of procurement actions for a select group of technically complex goods or services and/or a variety of goods and services of a complex nature. This includes providing technical procurement advice to Requesting (client) units at headquarters and in external offices on the full range of procurement issues in accordance with the Organization’s procurement policies and procedures and providing support and guidance at all stages of the procurement cycle.
The incumbent reports to the Deputy Chief and Principal Procurement Specialist, PROCUREMENT.
1.Analyse procurement plans submitted by Requesting units. Plan associated procurement actions, involving analysis of a wide range of procurement issues, and identification of possible courses of action.
2.Engage in consultations with the Requesting officer(s) and provide advice on the specifications, delivery dates, possible suppliers and optimal procurement strategy.
3.Prepare, oversee the preparation of and conduct Requests for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs) using, where applicable, ILO e-tendering system. Analyse and evaluate vendors’ proposals in respect of the Organization’s requirements.
4.Provide technical support on all aspects of bid evaluations related to worldwide procurement of diverse services and commodities, taking into account local economic and other conditions.
5.Participate in negotiations with senior vendor representatives.
6.Develop and formulate procurement project strategies and design solutions to resolve issues/conflicts arising from complex procurement projects, in consultation with the supervisor.
7.Prepare purchase orders and submit them for approval in ILO ERP system (IRIS). Sign purchase orders up to the authorized limit, and in cases where the amount exceeds authorized signature authority, under the supervision of the Principal Procurement Specialist prepare submissions to the Headquarters Procurement Review Committee for review and subsequent approval by the authorized official.
8.Draft and oversee the drafting of contracts and provide advice to requesting units and recipient entities on contractual clauses in consultation with concerned legal specialists as required. Ensure adherence to contractual agreements, recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.
9.Extract specific data, compile and maintain statistics and prepare analytical reports for management relating to the procurement activities of the Office.
10.Conduct market research to keep abreast of significant market developments, research and analyse statistical data and market reports on the world commodity situation, production patterns and availability of good and services. Identify new technologies and products/services, evaluate and propose potential supply sources to supervisor, and participate in the incorporation of research results into the procurement program.
11.Act as back-up for assigned procurement projects.
12.Perform other relevant duties as assigned.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
1.Analyse and evaluate vendors and proposals, taking into consideration various factors affecting technical specifications of item, cost, price and contractual arrangements.
2. Review purchase requisitions received to ensure that the description of goods, services and related purchase specifications are adequate to permit procurement by formally invited bids or by negotiation.
3.Identify, evaluate and recommend potential suppliers and manufacturers.
4. Maintain good relations with suppliers and representatives of companies and firms.
5. Provide advice and guidance to technical departments, area offices and projects concerning development of specification for items to be procured.
6. Provide guidance for the work of subordinates.
7. Conduct current research in order to keep abreast of the significant markettrends and developments in assigned purchasing speciality and related fields.
First level university degree in business administration, commerce, law or other relevant field. Additional study or training or a recognized qualification in procurement (e.g. UNDP/CIPS certification Level 3 or equivalent).
At least three years of professional experience at the international level, or, alternatively, six years at the national level, in high volume procurement operations in the public or private sectors and/or an international organization. Experience working in a United Nations organization would be an asset. Experience of and familiarity with procurement policies and procedures in a United Nations organization would be an asset.
Excellent command of English or French and good knowledge of the second language. Knowledge of Spanish would be an asset.
In addition to the ILO core competencies, this position requires:
Ability to use analytical tools and qualitative and quantitative techniques. Ability to conceptualise, plan, coordinate and conduct straightforward research work and apply laws, regulations and policies. Knowledge of the Office’s financial rules and regulations. Knowledge of negotiated procurement procedures and the pertinent laws and regulations. Computer and data management skills, including in procurement computer systems (e.g. an ERP procure-to-pay module), e-tendering, word processing, spreadsheet and internet applications. Knowledge and skills sufficient to evaluate bids and to recommend competitive ranges. Negotiation skills to shape and influence agreements with Requesting units and vendors. Ability to address broader issues of procurement in terms of impact at the programme and institutional level. Expertise in handling contract issues in accordance with policies and standards; strong analytical skills and good knowledge of quantitative methods to measure supplier capacity systems. Good knowledge of sources of supply, market trends, pricing, etc. Sound judgment in applying technical expertise to resolve a range of issues/problems.
Capability to guide and coordinate work of others. Ability to plan work assignments, meet competing demands and work under the pressure of frequent and tight deadlines. Excellent communication (spoken and written) skills, including the ability to communicate effectively with diverse audiences on procurement-related matters and prepare a variety of written documents, contracts, reports, etc. in a clear, concise style. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
The closing date for applications is 5 October 2017.