Technical Officer P2 (DC)

Introduction

Under direct supervision, within the policy and procedural requirements established by the ILO and the [Project/Program], the Project/Program Junior Technical Officer will assist in the overall activities of the above project by providing technical support to the project to attain the expected outcomes.

The incumbent will contribute to the promotion of ILO policies in the project related technical areas and other components of the ILO Decent Work Agenda.

Reporting lines:

The occupant of the position will report to the Deputy Chief and Principal Procurement Specialist (P5) responsible for the Procurement Unit of the Bureau.

Description of Duties

Work at this level involves responsibility for performing all aspects of procurement transactions for projects of low-medium volume/risk from initiation to recommending awards in respect of procurement actions for a select group of technically complex goods or services, a variety of goods and services of a general nature. The responsibilities include provision of technical procurement information and guidance to clients at headquarters and support to management in regional/country offices in relation to extra-budgetary funded ILO programmes and projects in accordance with the Organization’s procurement policies and procedures.

Duties include:

1. Review procurement plans submitted by ILO external offices and development cooperation (DC) projects. Plan associated procurement actions, involving analysis of a range of procurement issues, and identification of possible courses of action. Establish and maintain a work program and schedule for ongoing and newly-planned procurement activities associated with various DC Projects.

2. Conduct market research to keep abreast of developments; research and analyse statistical data and market reports, production patterns and availability of the goods and services to be contracted. Identify new technologies, products and services, as well as new supply sources with a particular view to sustainability for the DC Projects/Requisitioning units. Evaluate and propose to the Deputy Chief and Principal Procurement Specialist potential supply sources and participate in the incorporation of research results into the procurement program.

3. Engage in consultations with Chief Technical Adviser(s) and Requesting officer(s) on the specifications, delivery dates, possible suppliers and optimal procurement strategy.

4. Prepare and distribute requests for quotations, invitations to bid or requests for proposals using, whenever applicable, the ILO e-tendering system.

5. Provide technical support, guidance and training on ILO’s e-tendering and contract management modules to HQ technical departments, ILO External Offices and DC Projects.

6. 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.

7. Participate in negotiations with supplier representatives to ascertain their commitment and ability to meet specific requirements and accept new contracts.

8. Provide input to the formulation of strategies and design solutions to resolve issues/conflicts arising from complex procurement projects, in consultation with the Deputy Chief and Principal Procurement Specialist.

9. Prepare purchase orders and submit them for approval in the ILO’s 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 Deputy Chief and Principal Procurement Specialist prepare submissions to the Headquarters Procurement Review Committee for review and subsequent approval by the authorized official.

10. Based on terms of reference, offers, established rules, regulations, policies and ILO requirements, draft contracts within the delegated financial authority and provide advice to DC projects/requesting units and recipient entities on standard contractual clauses, as required in consultation with the PROCUREMENT Contracting Team. Monitor adherence to contractual agreements, recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.

11. Perform back-up duties within the Procurement Team as needed in order to maintain optimum performance level during the absence of any other procurement team member. Perform other relevant duties as required.

Required qualifications

Education

First level university degree in Business Administration, Public Administration, Commerce, Engineering, Law or other relevant discipline.  Additional study or training or a recognized qualification in procurement (e.g., UNDP/CIPS Certification) is an asset.

Experience

At least three years of relevant professional experience in high volume procurement operations, including experience in private industry and/or government or international organizations.

Experience in using e-procurement tools and applications (e.g., e-tendering, contract management) is an asset.

Languages

Excellent command of English; knowledge of French or Spanish language is an advantage.

Competencies

Professionalism - Strong theoretical background and substantive experience in all phases of international procurement operations for a diverse range of good and services; ability to address broader issues of procurement in terms of impact at the programme and institutional level; expertise in handling contract issues and in the context of ILO policies and standards; strong analytical skills and working knowledge of quantitative methods to measure supplier capacity systems; good knowledge of sources of supply, market trends, pricing, etc.; good negotiating skills to shape and influence agreements with Requesting units and vendors; sound judgment in applying technical expertise to resolve a range of issues/problems.

Planning and Organizing - Ability to plan work assignments, meet competing demands and work under the pressure of frequent and tight deadlines.

Communications - Very good 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.

Teamwork – Very good interpersonal skills and ability to establish and maintain effective working relations.  Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Technology Awareness – Good computer skills, including proficiency in procurement computer systems (e.g. Oracle procure-to-pay module), e-tendering, word processing, spread-sheet and internet applications; familiarity with database management desirable.

Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.