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Procurement Officer

Geneva (United States of America)

  • Organization: ILO - International Labour Organization
  • Location: Geneva (United States of America)
  • Grade: P-3, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Procurement
  • Closing Date: 2021-07-05

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Grade: P3  

Vacancy no.: CALL/P/2021/12
Publication date: 3 June 2021
Application deadline (midnight Geneva time): 5 July 2021

 

Job ID: 6205 
Department: PROCUREMENT 
Organization Unit: PROCUREMENT 
Location: Geneva   
Contract type: Fixed Term 

 

The ILO is issuing a call for expression of interest for the above position. This is an assignment of a purely temporary nature, not expected to lead to a career in the ILO. Duration is 12 months.

 

The selection process is not subject to the rules and procedures defined in Annex I of the ILO Staff Regulations.

 

The following are eligible to apply:

 

- Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations. The Office will facilitate the temporary re-assignment of a selected internal candidate to this position.

- External candidates. A selected external candidate will be issued with a 4.2 (e) contract.

 

Staff members with at least five years of continuous service with the Office are encouraged to apply.

 

Applications from officials who have reached their age of retirement as defined in Article 11.3 of the Staff Regulations on or before 31 December 2017, or who have already separated from ILO service upon retirement or early retirement, will not be considered.

 

The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

 

The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).

 

Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries can be found here: https://jobs.ilo.org/content/Non--and-under-represented-member-States/

Introduction

This position is located in  Procurement Team of the Procurement Bureau (PROCUREMENT). PROCUREMENT provides services to ILO headquarters units, external offices and extra-budgetary funded programmes and projects. The Bureau develops, administers and disseminates procurement, including contracting, policies, rules and procedures in accordance with ILO Financial Rules and Regulations. It plans, coordinates and executes major procurement processes, acquires services, equipment and goods, and provides contracting services. It also provides information, advice and training on procurement issues.

 

The main role of the incumbent is to plan, develop and perform all aspects of procurement transactions for projects of medium-high volume/risk from initiation to recommending awards in respect of procurement actions for a select group of technically complex goods or services and/or a variety of goods and services of a complex nature. This includes providing technical procurement advice to requesting (client) units at headquarters and in external offices on the full range of procurement issues in accordance with the Organization’s procurement policies and procedures and providing support and guidance at all stages of the procurement cycle.

 

The incumbent reports to the Deputy Chief and Principal Procurement Specialist, PROCUREMENT.

Specific Duties

1. Analyse procurement plans submitted by requesting units. Plan associated procurement actions, involving analysis of a wide range of procurement issues, and identification of possible courses of action.
2. Engage in consultations with the requesting officer(s) and provide advice on the specifications, delivery dates, possible suppliers and optimal procurement strategy.
3. Prepare, oversee the preparation of and conduct Requests for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs) using, where applicable, ILO e-tendering system. Analyse and evaluate vendors’ proposals in respect of the Organization’s requirements.
4. 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.
5. Participate in negotiations with senior vendor representatives.
6. Develop and formulate procurement project strategies and design solutions to resolve issues/conflicts arising from complex procurement projects, in consultation with the supervisor.
7. Prepare purchase orders and submit them for approval in the ILO ERP system (Integrated Resource Information 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 Principal Procurement Specialist prepare submissions to the Headquarters Procurement Review Committee for review and subsequent approval by the authorized official.
8. Draft and oversee the drafting of contracts and provide advice to requesting units and recipient entities on contractual clauses in consultation with concerned legal specialists as required. Ensure adherence to contractual agreements, recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.
9. Extract specific data, compile and maintain statistics and prepare analytical reports for management relating to the procurement activities of the Office.
10. Conduct market research to keep abreast of significant market developments, research and analyse statistical data and market reports on the world commodity situation, production patterns and availability of good and services. Identify new technologies and products/services, evaluate and propose potential supply sources to the supervisor, and participate in the incorporation of research results into the procurement program.
11. Perform other relevant duties as assigned.

Required qualifications

Education

First level university degree in business administration, commerce, law or other relevant field. Additional study or training or a recognized qualification in procurement (e.g. UNDP/CIPS certification Level 3 or equivalent).

Experience

At least three years of professional experience at the international level, or, alternatively, six years at the national level in high volume procurement operations in the public or private sectors and/or an international organization. Experience working in a United Nations organization would be an asset. Experience of and familiarity with procurement policies and procedures in a United Nations organization would be an asset.

Languages

Excellent command of English or French and a working knowledge of the second language. Knowledge of Spanish would be an asset.

Competencies

In addition to the ILO core competencies, this position requires:

 

Technical
Ability to use analytical tools and qualitative and quantitative techniques. Ability to conceptualise, plan, coordinate and conduct straightforward research work and apply laws, regulations and policies. Knowledge of office financial rules and regulations. Knowledge of negotiated procurement procedures and the pertinent laws and regulations. Computer and data management skills, including in procurement computer systems (e.g. an ERP procure-to-pay module), e-tendering, word processing, spreadsheet and internet applications. Knowledge and skills sufficient to evaluate bids and to recommend competitive ranges. Negotiation skills to shape and influence agreements with Requesting units and vendors. Ability to address broader issues of procurement in terms of impact at the programme and institutional level. Expertise in handling contract issues in accordance with policies and standards; strong analytical skills and good knowledge of quantitative methods to measure supplier capacity systems. Good knowledge of sources of supply, market trends, pricing, etc. Sound judgment in applying technical expertise to resolve a range of issues/problems.

 
Behavioural
Capability to guide and coordinate the work of others. Ability to plan work assignments, meet competing demands and work under the pressure of frequent and tight deadlines. Excellent 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. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

 

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 2 to 4 weeks following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

 

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

 

In the context of the current COVID-19 pandemic and in view of the possible border and travel restrictions as well as ILO teleworking arrangements, the start date of contracts or transfers to temporary positions will have to be reconfirmed in the context of the evolution of the pandemic.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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