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
- Organizational Setting
The post is located in the Procurement Section, Procurement and Travel Division, Administration, Finance and Management Sector.
The Division 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 Division is responsible for the procurement of general supplies, equipment, furniture, consumables and professional services provided by individual and private commercial entities, for carrying out tendering processes and the establishment and administration of contractual agreements as well as for the purchase of goods and/or services to support WIPO’s various programs and projects. The Division also handles all travel administration for WIPO staff members and third party travelers.
- Purpose Statement
The Procurement Assistant performs a wide range of procurement-related support activities, including the management of the Procure-to-pay process in the assigned areas of responsibility.
S/he supports Programs in relation to the purchase of regular goods and services of mid-range value and limited complexity and reviews transactions to ensure compliance with applicable rules, regulations and policies and to achieve the best value for money arrangements available.
- Reporting Lines
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. Prepare, certify (or submit for certification if delegated authority is exceeded) 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 out regular cyclical liquidation of Purchase Orders to avoid end-of- year workload peaks;
b. Monitor the implementation of Purchase Orders (PO) and perform any other task related to Procure to Pay process including updating of new items, contracts and vendors in the relevant IT tool;
c. With supervision from the Team Leader, provide guidance to clients and stakeholders during all phases of the procurement cycle including planning, definition of the procurement strategy, vendor performance and contract management;
d. With supervision from the Team Leader, carry out contract negotiations on behalf of the Organization, 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 delegated authority;
e. Assist in identifying potential suppliers for procurement competitive processes in carrying out appropriate local/regional market research, if appropriate;
f. Regularly review the procurement plan for areas under her / his responsibility and monitor and follow up on actions to be completed; evaluate and monitor contracts to be sure that suppliers comply with the terms and conditions of the contract and to determine the need for changes; collect, collate and analyze data from reviews, report findings to team leader and make recommendations where applicable;
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 take action where required;
h. Assist the Team Leader in preparation and publishing formal tender documents; organize opening sessions of bids; follow-up on technical and commercial queries received from invited suppliers; assist in the contractual arrangements, prepare draft contracts and amendments/renewals; assist in contract management activities as required; deal with suppliers on administrative matters concerning purchase orders and contracts;
i. Prepare and manage informal competitive processes including Request for Quotations and Mini-competitions against existing Long Term Agreements (LTAs) in compliance with procurement rules and regulations;
j. Assist in drafting documentation and correspondence related to procurement activities, including requests for Alternative Procedures in compliance with WIPO procurement framework;
k. Participate in meetings with internal clients and/or suppliers as required;
l. Maintain relevant internal databases (data quality) and files; keep track of any contractual instruments, including any relevant correspondence;
m. Perform other related duties in the area of competence as required.
Completed secondary education.
At least five years’ relevant work experience in Procurement, or in Procurement related area.
Experience with computerized procurement systems, preferably ERP Procure-to-Pay module or eSourcing.
Experience in supporting tender exercises for the procurement of goods/works/services.
Experience in contract management.
Excellent knowledge of written and spoken English.
Knowledge of other official UN languages, particularly French.
Job Related Competencies (Essential)
Ability to apply procurement-related rules, regulations, procedures and practices.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Capacity to take initiatives and find solutions to support client needs within the limit of applied procurement-related rules, regulations, procedures and practices.
Ability to research and gather information from a variety of sources and to apply good judgement.
Good organizational, analytical and problem-solving skills.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet and the ability to rapidly adapt to new software/tool.
4. Organizational Competencies
- Communicating effectively.
- Showing team spirit.
- Demonstrating integrity.
- Valuing diversity.
- Producing results.
- Showing service orientation.
- Seeing the big picture.
- Seeking change and innovation.
- Developing yourself and others.
Monthly salary (Net of tax)\: 6,270 CHF
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
General Service posts are subject to local recruitment. Staff in the General Service category are recruited in the host country or within reasonable commuting distance of the Headquarters.
Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.
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.