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Procurement Officer

Vienna

  • Organization: ICMPD - International Centre for Migration Policy Development
  • Location: Vienna
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Procurement
  • Closing Date: Closed

Vacancy Announcement VA19P099V01 Procurement Officer

Posting Date: 17 July 2019

Deadline for Applications: 17 August 2019

Duty Station: Vienna, Austria st

Start Date: 1 December 2019

Contract Duration: 24 months (with possibility of extension)

Type of Post: International Organisational Overview:

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

The Procurement Team is part of Corporate Resources Management (CRM) and works in close collaboration with members of the CRM Team and with the Project Teams. The position is located at the ICMPD headquarters inVienna, Austria. The incumbentwill be partof theProcurementTeam and will work under the direct supervision of the Procurement Manager.

Job Description:

The Procurement Officer is responsible for supporting, planning, monitoring and control of low and medium-risk project procurement processes and activities in compliance with ICMPD’s regulatory frameworkandestablishedprocurementprocessesandproceduresaswellasrelevantdonorrulesand regulations.

TheProcurementOfficerensuresatechnicallyaccurateandtimelyplanningofprocurementinlowand medium-risk projects and supports planning, coordination and implementation of procurement activities at all stages of procurement process.

procurement plan timelines ensuring highest possible value-for-money.

TheProcurementOfficerworksunderthedirectsupervisionoftheProcurementManager,andinclose collaboration with Projects Teams, CRM Team and staff across the Organisation. Tasks and Responsibilities:

1. Support Planning of Low- and Medium-Risk Procurement Processes and Activities: Under the supervision of the Procurement Officer and/or Manager, plan project-related procurement processes related to procurement of goods, services and works ensuring 1 compliancewithICMPDprocurementpolicies,rulesandproceduresandwithapplicabledonor rules and procedures such as with the EU Procurement rules and regulations; Providetechnical adviceand guidance to project teams on procurement planning, selectionof procurement methods and design of timelines. Review draft plans and specifications; Support the development of standards and criteria for the selection of suppliers, service providers and grantees in context of procurement processes;

Update and maintain suppliers’ databases;

2. Support Management of Low- and Medium-risk Project-Level Procurement Processes and Activities:

Maintain high-quality and timeliness of all procurement process related documents and communications. Ensure safe-guarding of documents during procurement processes; Review and verify technical specifications, Terms of reference, Requests for Quotations, Quotation Protocols;

Draft tender documents and compile dossiers and ensure solicitation through appropriate channels.

Actasapointofcontactforcommunicationsandinformationduringprocurementprocedures. Participate and organise pre-bidding meetings as necessary;

Act as the secretary of evaluation committees meetings;

Support all aspects ofevaluation process such as preliminaryexamination of bids, preparation of the evaluation table. Draft the evaluation report;

Supporton all phasesofnegotiationswithconcernedparties fora successfulconclusionofthe contract.

Draft award letters, all types of contracts and ensures collection of necessary signatures; Support Project Team in contract management by preparing contract management plans, convening contract initiation/ monitoring meetings with project team and the Contractor; Recommend amendments and extensions of contracts.

3. Procurement Training Activities:

Draft and/or contribute to the preparation of Procurement Training modules; Organize procurement trainings for internal stakeholders;

Create online procurement related trainings and liaise with IT department to develop online certificates to successful participants.

4. Administrative Tasks:

Act asthefront-officeforprocurement queries.Whennecessary,seek adviceon procurement cases or escalate to his/her supervisor as appropriate;

Provide support to the Procurement Officer/Manager on low and medium-risk Procurement Processes and Activities;

Create,maintainand update procurementfoldersaccording to theprocurementfiling system, for audit purposes;

Proactively and/or upon request by supervisors/internal/external audit, prepare various procurement-related/statistical reports;

Collect, compile and organise background materials, documents and other materials for meetings;

2 Collect and control procurement staff/experts timesheets;

Other duties as assigned by the Procurement Officer/Manager.

Key Results:

Procurement activities implemented promptly, accurately and efficiently. Procurement documentation maintained and safeguarded;

Procurement processes implemented according to procurement plans ensuring best possible value-for-money and in line with ICMPD and donor rules and procedures; Supportallstagesandaspectsoftenderandevaluationprocessesmanagedinaccordancewith the procurement plan and timelines;

Procurement documentation maintained and safeguarded, filing system maintained accurately;

All types of contracts drafted accurately and timely;

Project-level contract management processes monitoring and supported for a timely implementation.

Incumbent Profile:

A minimum of 3 years of relevant experience in procurement and supply chain management at the international level. Demonstrated work experience in EU Procurement Projects is an asset;

KnowledgeofEUpublicprocurementandfinancialrulesandregulationsincludingpreparation, opening and evaluation of EU public procurement procedures;

Knowledge of SAP or other resource management programmes would be an asset; Publicprocurementcertificationfrom aninternationallyrecognisedprovidersuchasCIPSisan asset (level 2);

Good organisational skills with attention to detail and accuracy; Experience in managing conflict priorities and working with tight deadlines; Strong teamwork and interpersonal skills;

Adaptability and flexibility;

Excellent command of standard MS-office software.

Corporate Qualifications:

Work experience in an international context;

Proficiency in MS Office (Word, Excel, Outlook);

Excellent spoken and written English. French and / or Russian is an advantage. Master’s degree in Business Administration, Law, Procurement and Purchasing, Supply Chain Management, Public Administration, Finance or closely related field.

Compensation:

ICMPD offers an attractive compensation package. This position is classified at IP2 Grade, with an annual net-base salary starting at EUR 43.512,00. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances.

Application Procedure:

Interested candidates are requested to submit their application in English through the ICMPD online

recruitment system at http://www.icmpd.org/work-with-us/current-vacancies by midnight (CET) of theclosingdatespecifiedabove.Forthispurpose,candidateswillfirstneedto registerwiththeICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies. 3Please note that in thecourse oftheonline application, themotivation letter andpersonal CVmust be uploaded in the EuropeAid format in English. The template is available for download at https://www.icmpd.org/work-with-us/.

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post, will not be considered.

Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview.

In the event of a technical issue with your application, please email recruitment@icmpd.org. General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. This position may entail frequent travel to high risk areas at short notice for the execution of the tasks and duties, which may warrant adherence to security protocols, and/or health procedures. 4

This vacancy is now closed.
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