Head, Procurement Unit

Introduction

The position is located in the Procurement Bureau (PROCUREMENT) which reports to the Treasurer and Financial Comptroller.   The ILO carries out over 14,000 procurement actions annually, with a total value of some $US 150 million.

PROCUREMENT develops, administers and disseminates purchasing and contracting policies, rules and procedures in accordance with ILO Financial Regulations and Rules. The Bureau advises on, plans, coordinates and develops responses to procurement issues which are high-value, strategic and complex in nature. It executes procurement processes for the purchase of equipment, goods, works and services for ILO headquarters , field offices and extra-budgetary funded programmes and projects, and provides associated contracting services. The Bureau also provides information and training on purchasing and contracting issues

The position serves as Head, Procurement Unit and principal adviser to senior officials, managers and staff at ILO headquarters, field offices and extra-budgetary funded programmes and projects, on procurement issues and related actions.

The position reports to the Chief of PROCUREMENT.

Specific Duties

1. Provide authoritative technical and policy advice on all aspects of procurement; develop and disseminate best practices and apply benchmarking lessons to the procurement function.
2. Lead and direct a procurement work team; plan and allocate work assignments; coach, mentor, and evaluate staff; participate in recruitment and selection of new staff; provide training and development programmes for PROCUREMENT staff.
3. Assist the Chief, PROCUREMENT in planning, directing and coordinating the work programme of the Bureau, establishing priorities and schedules, assessing and resolving resource-related (staffing and financial) issues and reporting on procurement activities.
4. Analyse unusually complex and/or critical procurement proposals of significant financial or operational impact; determine the appropriate strategy/approach to best serve institutional interests, and ensure implementation, including the authorization of exceptions to established rules, practices and procedures, as necessary. 
5. Direct market research on commodities and services; identify new technologies, and products/services and evaluate and recommend potential supply sources; undertake strategic analyses of procurement actions and expenditure and integrate findings into procurement planning and strategies. 
6. Direct, manage and conduct planning, solicitation, evaluation, negotiation, and, if necessary, termination of procurement and contractual action; implement an appropriate contracting strategy, after assessing procurement-related risks and proposing a risk mitigation strategy; secure internal decisions on contract award decisions and ensure proposed contracts satisfy the best interests of the Organization; oversee adherence to contracts, recommend amendments to and extensions of contracts, and advise concerned parties on contractual rights and obligations; resolve issues arising during the course of contract implementation.
7. Authorize up to the approved limit, or recommend authorization of, procurement contracts/purchase orders; in accordance with delegated financial authority, monitor and validate compliance with ILO procurement rules and procedures at headquarters and in ILO field offices and extra-budgetary funded programmes and projects; as appropriate, recommend and implement appropriate remedial actions, including developing and delivering appropriate training activities for managers and staff.

optional section (only if needed)

8. Undertake continuous professional development in respect of good practices.  Propose improvements to working methods and processes in line with best practice, taking into account opportunities available through enhanced IT functionality, including the enterprise resourcing planning system (Integrated Resource Information System (IRIS)); serve as IRIS focal point in PROCUREMENT.

9. Analyse UN procurement reforms, determine their relevance to ILO procurement actions; develop proposals on revisions to internal procurement policies and procedures; develop and recommend strategies for the effective implementation of procurement policies and reforms; prepare associated instructions, guidelines and other governance documents and communications to managers and staff. 

10. Provide substantive input to the preparation of position papers and reports for presentation to the Governing Body.

11. Represent the Organization in key meetings with senior officials (internally and externally) and government officials, and in negotiations with senior executives of various commercial organizations for the purpose of concluding major contracts. Represent the Organization in specialized procurement meetings within the UN system, including the Common Procurement Activities Group in Geneva and the High-Level Committee on Management Procurement Network. Serve as the principal United Nations Global Marketplace focal point within the Bureau.

12. Perform other relevant duties as assigned.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1. Plan, direct and coordinate the work programme.
2. Ensure that the purchase of items and equipment is conducted under optimal circumstances consistent with acceptable standards.
3. Direct the necessary planning, solicitation, negotiation, administration and termination of procurement and contractual actions.
4. Establish improved procurement and contracting procedures for the efficient conduct of procurement and contracting operations.
5. Develop and maintain liaison with headquarters, regional and field offices and consult in respect of policies and other related operational matters pertaining to the purchasing and contracting activities of the Office.
6. Establish priorities and work deadlines, review and evaluate work of the Procurement section covering such aspects as purchasing descriptions, specifications and contract terms and other related data.
7. Review policy, objectives, directives and instructions and brief staff on implications and application of guidelines.
8. Analyse procurement proposals for unusually complex procurement programmes and recommend solutions to complex problems encountered in procurement execution.
9. Provide advice to departments, field offices and projects on procurement and contracting matters.
10. Provide advice to management on procurement and contract implications on the programme and budget, and carry out critical and continuous analysis of the working methods of the section, identify problem areas and introduce corrective solutions.
11. Identify training needs and direct training programmes on procurement and contracting principles, policies and procedures.
12. Represent the Office at meetings, conferences and seminars.

Required qualifications

Education

An advanced university degree in business or public administration, procurement, management, law or related field. Professional certification in the field of procurement would be an advantage. 

Experience

At least 10 years of experience in negotiating and administering purchasing and contracts, of which at least five in a senior managerial and coordination role. Experience at the international level is required, preferably gained working in a United Nations System organization or another comparable large public sector entity. Experience working with an advanced ERP system, preferably Oracle would be an advantage. Field experience would be an advantage.

Languages

Excellent command of English or French with a working knowledge of the other language. Knowledge of Spanish would be an advantage.

Competencies

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

Technical

In-depth knowledge and understanding of all facets of international procurement, including purchasing and contracting principles, techniques, practices and regulations.  Good knowledge of broader economic and market perspectives as well as understanding of issues relating to procurement for developing countries. Ability to develop clear goals that are consistent with agreed strategies and identify priority work activities and assignments.  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. Knowledge and skills sufficient to evaluate bids and to recommend competitive ranges. Knowledge of programme requirements or technical needs to aid in procurement planning. Demonstrated technical expertise in formulating guidelines, training materials, alternative courses of action and programme proposals. Ability to provide advisory services to management to include creative and cost effective solutions. Knowledge of programme requirements or technical needs to aid in procurement planning. Demonstrated technical expertise in devising new methods, concepts, approaches and techniques, leading to development of ILO procurement standards and guidelines. Demonstrated leadership and managerial skills to guide, coordinate, engage and motivate staff and promote harmonious relationships and teamwork.  Proven decision-making and problem-solving skills.  Demonstrated integrity and transparency.  Demonstrated negotiation skills.  Ability to adapt quickly to changing conditions.  Demonstrated capacity to instil a strong service ethos.  Effective oral and written communication skills.   Strong interpersonal skills, tact and diplomacy.  Proven ability to establish and develop networks and partnerships.  Ability to represent the Organization and advocate its values in external bodies. 

Behavioural

Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.