Procurement Officer

Vacancy Announcement VA20P159V02 Procurement Officer

Posting Date: 23 December 2020 th

Deadline for Applications: 20 January 2021

Duty Station: Istanbul, Turkey

Start Date: 1 March 2021

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 18 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.

Job Description:

The Procurement Officer works under the overall supervision of the RCO Western Balkans in Istanbul and for procurement activities under the technical guidance of the Head of Procurement and Grants Unit (PGU) and/or designated officer. S/he works in close collaboration with Projects Teams, CRM Team and staff across the Organisation. S/he will support procurement processes under the RCO WB portfolio and will support most specifically the implementation of the Western Balkans Projects (Turkey, Serbia and Albania). S/he works closely with the ENHANCER project Manager as well as Regional Resources Management Officer for procurement activities below 60KEur as indicated in ICMPD Procurement and contracting rules.

Under the technical supervision of the HoPGU, the Procurement Officer is responsible for supporting, planning,monitoringandcontroloflowandmedium-riskprojectprocurementprocessesandactivities in compliance with ICMPD’s regulatory framework and established procurement processes and procedures as well as relevant donor rules and regulations.

Under the technical supervision of the HoPGU the Procurement Officer ensures a technically accurate and timely planning of procurement in low and medium-risk projects and supports planning, coordination and implementation of procurement activities at all stages of procurement process. Under the technical supervision of the HoPGU, the Procurement Officer ensures the timely and accurate preparation and submission of draft tender dossiers. S/he prepares the drafts of tender documents, supports tender and evaluation processes and ensures that sourcing and contract award is implemented transparently, according to ICMPD rules and procurement plan timelines ensuring highest possible value-for-money.

Please note that this position is open to international applications only. 1Tasks and Responsibilities:

1. Support planning of low and medium-risk procurement processes and activities below 60KEur as indicated in ICMPD Procurement rules:

Plan project-related procurement processes related to procurement of goods, services and works ensuring compliance with ICMPD procurement policies, rules and procedures and with applicable donor rules and procedures such as with the EU Procurement rules and regulations; Provide technical advice and guidance to project teams on procurement planning, selection of procurement methods and design of timelines;

Oversee procurement processes and advices the RCO WB on procurement actions; Support the development of standards and criteria for the selection of suppliers and service providers in context of procurement processes;

Update and maintain suppliers’ databases.

2. Under the technical supervision of the HoPGU, support management of low and medium-risk project-level procurement processes and activities below 60KEur as indicated in ICMPD Procurement rules:

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;

Act as a point of contact for communications and information during procurement procedures; Participate and organise pre-bidding meetings as necessary;

Act as the secretary of evaluation committees meetings;

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

Support all phases of negotiations with concerned parties for a successful conclusion of the contract;

Monitor procurement process ensuring compliance with ICMPD´s procurement rules of the overallRCOWBprojects,providesguidancethroughtheprocurementprocess(typeofsolicitation, bids preparation, evaluation, etc.).

3. Procurement Training activities:

Draft and/or contribute to the preparation of procurement training modules. Keep RCO WB and Projects abreast with developments of relevant ICMPD´s rules, guidelines and business processes;

Provide inputs to development of guidelines and templates. Prepare and draft training materials and prescriptive contents.

24. Support to Procurement Administration:

Act as the liaison officer for procurement queries;

Provide support to the low and medium-risk procurement processes and activities; Create, maintain and update procurement folders according to the procurement filing system, for audit purposes;

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

Collect,compileandorganise backgroundmaterials,documentsandothermaterials formeetings; Other related duties as assigned by the direct supervisor, Head of PGU or delegated officer. 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;

Correct and optimal implementation and support to RCO WB procurement actions in line with ICMPD regulatory framework;

Support provided at all stages and aspects of tender and evaluation processes managed in accordance with the procurement plan and timelines

Procurement documentation maintained and safeguarded, filing system maintained accurately; All types of contracts drafted accurately and in a timely manner;

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

Incumbent Profile:

Aminimumof3yearsofrelevantexperienceinprocurementandsupplychainmanagementatthe international level. Demonstrated work experience in EU Procurement Projects is an asset. Knowledge of EU public procurement and financial rules and regulations including preparation, opening and evaluation of EU public procurement procedures.

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

Knowledge of SAP or other resource management programmes would be an asset. Public procurement certification from an internationally recognised provider such as CIPS, is an 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;

Excellent spoken and written English.

Master’s degree in Business Administration, Procurement and Purchasing, Supply Chain Management or closely related field.

3Compensation:

ICMPD offers an attractive compensation package. This position is classified at IP2 Grade, with an annual net-base salary starting at EUR 27,228. 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-for-us/current-vacancies by midnight (CET) of the closing date specified above. For this purpose, candidates will first need to register with the ICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies. Please 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 http://www.icmpd.org/work-for-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