Head, Procurement (P-4)

Position Remarks

This fixed-term appointment is for a duration of two years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.

Principal Functions

Under the supervision of the Head of the General Services and Procurement Branch and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the post holder will execute the following responsibilities:
1.1    Management and development of the Procurement Section    

•    Ensures strategic integration of the section’s outputs: lead the collaborative planning of the programme of the
Section, identify and encourage linkages with related work units, internal and external stakeholders, and integrate the medium-term strategy to business requirements.
•    Supervises the day-to-day operations of the Procurement Section in order to ensure the timely and cost effective delivery of quality goods and services to the Organisation. Ensures the section functions smoothly and efficiently in a customer oriented manner.    
•    Develops, implements, reviews and maintains up to date work instructions, standard operating procedures, best practices, international benchmarks, rules, directives, information circulars and new procedures and policies in the field of procurement and ensure their application throughout the Organisation
•    Gives expert advice to clients on rules, regulations and procedures governing OPCW procurement and coordinates with them on services entrusted to the section;
•    Develops, implements and maintains up to date relevant internal reporting mechanisms on the provision of services by the section; compiles and analyses statistics and (performance-) reports , identifies issues, makes recommendations on and develops strategies for efficiency and service improvement;
•    Formulates and oversees the implementation of operational plans and concepts for the provision of services;
•    Manages assigned projects to achieve required goals, objectives and milestones, as required, form and direct multifunctional work groups.
•    Ensures that the procurement relevant databases, records and files are maintained up to date for optimal efficiency, transparency and accountability. Manages responses to internal and external audit sessions; analyses, assesses feasibility and implements audit recommendations in a timelymanner; proactively manages internal controls to minimise gaps between policies and practices.
•    Ensures that the ERP system and other software tools and templates meet the needs of the OPCW's procurement services, contributing to the development and/or adaptation thereof, through coordination with the Information Services Branch (ISB).
•    Regular reviews and supports the training and development needs of the section to strengthen the competence and skills of procurement staff members and the procurement community i.e. requesters, certifying officers, receiving officers.
•    To provide leadership and management within he section and specifically to act as first line reporting officer for relevant staff within the section
•    To champion the implementation of Knowledge Management practices within the section and to act as a facilitator of the procurement led community of best practice

1.2    Budget     
•    Prepares the annual budget of the Procurement Section;
•    Co-ordinates the preparation of the budget of the Procurement Section with other section heads in the branch;
•    Monitors expenditure and ensures that such expenditure remains within the allocated budget.

1.3    Procurement
•    Plans and manages all contractual and procedural aspects of the procurement process, including the scheduling of existing and new contracts, requisitioning, supplier management, sourcing and registration, preparing, opening and evaluating solicitations, awarding and contract management oversight.
Implements and monitors the annual corporate acquisition plan to deploy a strategic approach towards procurement; mobilises resources and takes measures to overcome unforeseen challenges.
•    Ensures that “Purchase Requisition” from branches/divisions are complete and comply with OPCW Rules and Regulations and the goods, services and related procurement and contract specifications are adequate. Seeks clarification from and provides guidance to requestors in particular with regard to insufficient specifications or other requirements, corrective actions or consideration by the Committee on Contracts (COC).
•    Prepares and oversees the preparation and distribution of “Invitations to Tender” and “Calls for Proposal” for high value and/or complex contractual agreements, and follow-up on the replies; Verifies tender/proposal documents prepared, and approve for subsequent sending.
•    Ensures evaluation methodology and evaluation criteria are developed in advance by the requesting unit and mutually agreed by the commercial evaluation and technical evaluation panels. Provides sufficient guidance to the establishment of the above, if needed.
•    Analyses and evaluates all commercial aspects of high value and/or complex bids. Ensures that all steps are taken to maintain the integrity and transparency during the process. Recommends most suitable and viable suppliers on a wide geographical basis as appropriate, etc. Provides supporting analysis for items requiring COC submission, and perform selection of award of contract for other suppliers.
•    Drafts, negotiates, and concludes high value and/or complex contractual agreements in order to obtain optimum conditions with suppliers. Verifies and signs contractual agreements to a value within his/her delegated authority and authenticates higher value contracts for subsequent signature by the appropriate management level (to include verification of available funds). For contracts requiring COC review and when necessary, consult with the Office of the Legal Advisor (LAO) for legal advice.
•    Provides substantive, procedural and administrative support to the Committee on Contracts (COC) as COC Secretary, including the analysis and preparation of submissions to the Committee to obtain approval for orders reaching the threshold of COC review
•    Ensures timely contract renewals including follow-up with contract holding branches. Ensures that Heads of Branches (HOB) and their staff are up to speed with day-to-day procurement requirements and procedures, by providing coaching/training/advise on, and assist in the development of Scopes of Requirements, RFP’s etc. Identify and recommend to HOB(s) ways of developing the optimum type of contract which best meets their needs.
•    Investigates and resolves contractual, budgetary and invoice discrepancies with contract holders and suppliers, and when necessary with the Head of GSP &/or LAO.
•    Represents the Procurement section; internally particularly in cases which require contractual/procurement advice and larger projects involving more than one branch or office; externally in meetings and relevant networks. Collaborates with other UN agencies or International Organisations for joint procurement in applicable categories; shares best practices, resources and lessons learnt.

Knowledge and Skills

Education (Qualifications):
Essential: Advanced university degree in business administration, commerce, engineering, law or other relevant field; A first level university degree in combination with qualifying experience (minimum 9 years) may be accepted in lieu of an advanced university degree;
Equivalent or specialized training in combination with at least thirteen years of relevant professional experience may be accepted in lieu of a university degree.

Desirable:
•    Additional study or training in law, or recognised qualifications in procurement;
•    Advanced technical qualifications and broad knowledge of all facets of international public procurement; good knowledge of sources of supply, market trends, pricing, etc;
•    UN Certification in Public Procurement, preferably CIPS level 4 and above.

Required Certification (if applicable): NA

Skills and Abilities (key competencies):
·    Demonstrable experience in the management of complex procurement procedures and processes;
·    Proven record of building and managing teams and creating an enabling work environment, including ability to effectively supervise, mentor, train, develop and evaluate staff;
·    Excellent negotiating skills to shape and influence agreements with requisitioning units and vendors; sound judgement in applying technical expertise to resolve a range of issues/problems;
·    Strong analytical skills and working knowledge of quantitative methods to measure supplier capacity systems;
·    Good working knowledge of contract law, general terms and conditions and experience in dealing with complex contract issues in the context of UN policies and standards;
·    Good knowledge of sources of supply, market trends and pricing;
·    Ability to motivate, lead and provide technical guidance to staff;
·    Demonstrated skills to effectively plan work assignments, organise, juggle competing demands and ensure timely delivery of results under pressure and within tight deadlines;
·    Tact, discretion and accuracy;
·    Excellent interpersonal skills, including the ability to establish and maintain effective working relations with people in a multi-cultural environment;
·    Conceptual analytical ability and excellent communication skills with demonstrated ability to present information in a clear and logical manner both in writing and by other means;
·    Demonstrated ability and knowledge of drafting contracts, reports, negotiating and interpreting contracts and agreements in English;
Computer literacy including proficiency in procurement IT/ERP systems, database management and Internet applications. eSourcing application would be an added advantage.
Experience in change management and/or project management is added advantage.

Experience

Essential:
·    At least 7 years of relevant experience in high-volume procurement operations, of which at least three years at the international level with an advanced degree and 9 years with a first level degree;
·    Demonstrated record of managing and delivering complex procurement programmes and services.

Desirable: Work experience in the UN Common System or in an international organisation leading in the field of procurement.

Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Salary Remarks

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions) in US$ and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figure quoted on the right, is based on the July 2017 rate of 35.7%.