Associate Procurement Officer
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\: Please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
1. Organizational Context
The position is located in Procurement Section, Procurement and Travel Division, Administration and Management Sector.
The Section is responsible for the procurement of general supplies, equipment, and professional services and works provided by private commercial entities and nonprofit organizations in order to support WIPO's various programs. The Section aims to provide responsive, effective and quality procurement services and business advice, while achieving the best value for money and ensuring a fair, competitive and transparent process in accordance with sound procurement principles.
The Associate Procurement Officer assists clients and stakeholders to plan, develop, source and manage procurement arrangements to effectively facilitate organizational and business objectives, ensuring compliance with applicable rules and regulations.
The Associate Procurement Officer has authority to enter into commercial agreements on behalf of the Organization within the delegated limits.
The incumbent works under the supervision of the Senior Procurement Officer (Team Leader).
2. Duties and Responsibilities
The incumbent will perform the following principal duties\:
a. Provide guidance to clients and stakeholders during all phases of the procurement cycle including planning, definition of the procurement approach, vendor performance and contract management;
b. Analyze requests for and carry out the procurement activities of medium complexity including reviewing of specifications, tendering, running of selection processes and evaluation of suppliers;
c. Work to develop market expertise by regularly carrying out market research, analyze market trends, developments and buying best practices in order to maximize efficiencies;
d. Participate in contract negotiations and support the Team in securing high quality services at the right price that meet business objectives and are in compliance with WIPO’s policy and procedural framework and guidelines; draft, review or sign contracts within the delegated limits;
e. Regularly review the procurement plan for areas under his / her responsibility and monitor and follow up on actions to be completed; track and follow up on contracts to ensure that suppliers comply with the terms and conditions of the contract and bring issues and recommended actions to the attention of the Senior Procurement Officer (Team Leader); provide advice to Contract Managers on vendor performance reviews; collate and analyze data from reviews, report findings to Team Leader and make recommendations where applicable;
f. Prepare, certify and dispatch Purchase Orders on the basis of a complete Purchase Requisition, ensuring entry of accurate data; run regular monitoring reports, review and analyze data making the relevant recommendations; carry regular cyclical liquidation of Purchase Orders to avoid end-of-the year workload peaks;
g. Manage contract life cycles by maintaining accurate and reliable records in the Organization’s IT systems; run regular reports on contract status, review and analyze data and recommend action where required;
h. Draft cases to the Contracts Review Committee and participate in other procurement-related meetings with clients and suppliers / vendors;
i. Provide information and guidance on procurement-related matters to staff across the Organization to encourage good governance and the adoption of best practice in procurement; encourage positive customer relationships with internal and external stakeholders;
j. Perform other related duties as required.
First-level university degree in procurement, business administration, public administration, commerce, engineering, law or a related field.
Be at least Level 2 Chartered Institute of Purchasing and Supply (CIPS) certified or possess an equivalent level of qualification granted by a professional association or educational institute.
At least three years’ experience in procurement, contract management, contract administration, category management. An advanced university degree may be accepted in lieu of two years of experience.
Experience using electronic tendering systems and a procure to pay ERP module.
Experience carrying out procurement activities for indirect product and services at the international level for an intergovernmental or governmental organization or large multi-national organizations.
Excellent knowledge of written and spoken English.
Knowledge of French or another UN language (Chinese, Spanish, Russian and Arabic).
Job Related Competencies
Sound understanding of procurement principles and practices with particular attention to contemporary strategic sourcing processes commonly used by best-in-class organizations and vendor performance management.
Good negotiation and contract management skills.
Good analytical skills and ability to conduct independent research and analysis, identifying issues, formulating options and making conclusions and recommendations.
High level of service orientation.
Excellent problem-solving and facilitation skills.
Excellent interpersonal skills and ability to establish and maintain good working relationships in a multi-cultural environment with sensitivity and respect for diversity.
Excellent organizational skills, with the ability to effectively prioritize and to meet strict deadlines.
Excellent communication skills, with the ability to communicate technical procurement matters in a simple, clear and concise manner.
4. Organizational Competencies
Showing team spirit.
Showing service orientation.
Seeing the big picture.
Seeking change and innovation.
Developing yourself and others.
Mobility\: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the January 2020 rate of 77.4%
Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Initial period of two years, renewable, subject to satisfactory performance. No fixed-term appointment or any extension hereof shall carry with it any expectancy of, nor imply any right to, (further) extensions or conversion to a permanent appointment.
This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.