Procurement and Contracts Officer (P-3)

Job title: Procurement and Contracts Officer

Organizational unit: Operations

Grade: P-3

Duty Station: Malmö, Sweden

Duration of Contract: Two-year fixed-term appointment

1 Organizational Setting

The World Maritime University (WMU) in Malmö, Sweden is a postgraduate maritime university founded by the International Maritime Organization (IMO), a specialized agency of the United Nations. Established by an IMO Assembly Resolution in 1983, the aim of WMU is to further enhance the objectives and goals of IMO and IMO member States around the world through education, research, and capacity building on maritime and ocean related matters to ensure safe, secure, and efficient shipping on clean oceans. WMU is an organization by and for the international maritime and ocean community. Further information regarding all aspects of the University can be found at www.wmu.se.

WMU alumni hold positions of prominence around the world. They serve as senior maritime officials in ministries, as directors of shipping companies and ports, as heads of maritime academies and naval organizations, and many represent their home countries at IMO and international forums and organizations. WMU delivers postgraduate maritime education and confers Masters and Doctoral Degrees in seven maritime and ocean specializations at its headquarters in Sweden and Masters Degrees in two specializations in China. This is complemented by its distance learning and professional development programmes. WMU is also a research institution as well as a convener of international conferences in the maritime and ocean fields and undertakes capacity-building missions delivering technical cooperation assistance on behalf of IMO.

The Procurement and Contracts Officer position is under the Operations Unit at WMU’s headquarters in Malmö, Sweden.

2. Main Purpose

Responsibilities

The incumbent is responsible for the procurement of goods and services within the delegated authority and under the guidance of the Chief Operating Officer (COO). He/she is required to ensure compliance with WMU procurement policies and procedures and to act as the focal point for all procurement related matters, including the preparation and follow-up of all related contracts.

3. Duties and responsibilities

Responsibilities

Within delegated authority, the Procurement and Contracts Officer will have the following duties:

• Plan, develop and manage all procurement and contractual aspects of the procurement of diverse commodities and services;
• Provide advice to the COO on the full range of procurement issues, including providing support and guidance to requisitioners at all stages of the procurement cycle and ensure that the needs of the requisitioners are being met;
• Formulate strategies and design innovative solutions to ensure best value for money and costsaving;
• Prepare solicitation documents, identify method of solicitation and ensure that the process is in line with all applicable regulations and rules;
• Implement the internal control system which ensures that Purchase Orders are duly prepared and dispatched in accordance with the relevant rules and procedures (POs);
• Participate, as appropriate, in and conduct site inspections, bidder's conferences and contract negotiations;
• Draft contract documents and manage the contracting process, in coordination with the Legal Officer; establish and maintain work programme and schedule for ongoing contracts and newlyplanned ones; monitor the performance of contractors to ensure vendor management;
• Oversee adherence to contractual agreements, recommend amendments and extension of contracts, and advise concerned Parties on contractual rights and obligations;
• Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations;
• Convene and attend meetings of the Contract Committee in an ex-officio capacity and prepare submissions for review and subsequent approval by the authorized official;
• Prepare a variety of procurement-related documents, contracts, reports, communications, guidelines and instructions; ensure the documents drafted meet the needs of the internal stakeholders;
• Conduct market research to keep abreast of market developments; research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of good and services;
• Support Management in the establishment and maintenance of partnerships and donor agreements as well as maintaining an updated repository as well as preparing reports on procurement activity;
• Maintain and update an Asset Management system for fixed assets, attractive items, articles of values and materials in hand and ensure the registration and annual stocktaking of assets;
• Manage and administer the procurement module - the Supply Chain Management (SCM) component - of the Entreprise Resource Planning (ERP) system, and manage the procure-to-pay process in the system; and
• Perform any other tasks as may be assigned by the supervisor.

4. Minimum requirements - education, experience and language skills

Education

Essential

• First-level University degree in Business Administration, Procurement, Supply Chain Management, Commerce, Law or other relevant related field is required.

Desirable

• A Master’s degree in a relevant field is desirable;
• Professional certification such as Chartered Institute of Purchasing and Supply certification (CIPS Level 3) or another equivalent is desirable; and
• Additional study or training in accounting or law or a recognized certification in procurement is desirable.

Experience

Essential

• A minimum of five years of progressively responsible experience in procurement, contract management, contract administration, logistics and supply chain management, administration or a related area is required. A minimum of three years of experience directly related to first-hand procurement or contracting is required.

Desirable

• First-hand experience in conducting procurement at the international level for a UN agency, an intergovernmental organisation(s), governmental organisation(s) or large multi-national organisation(s) is desirable;
• Procurement experience within the UN system practices would be an asset;
• Experience of working with local and international procurement laws, in particular, European and Swedish rules on public procurement and research related procurement; and
• Experience in the supply chain modules in ERP system such as Salesforce is desirable.

Languages

Essential

• Fluency in spoken and written English.

Desirable

• Knowledge of Swedish; and
• Knowledge of another UN language would be advantageous.

5. Knowledge and skills

• Ability to operate discretely and confidentially;
• Ability to draft and enforce policies and procedures;
• Good working knowledge of contract law and expertise in handling complex contract issues;
• Good negotiating skills;
• Sound judgment in applying technical expertise to resolve issues/problems;
• An impeccable record of integrity and professional ethical standards is essential;
• Excellent understanding and application of fundamental concepts and principles of procurement;
• Ability to analyze requirements and synthesize proposals;
• Excellent team player with strong interpersonal skills and ability to work independently in a multicultural, multi-ethnic environment with sensitivity and respect for diversity;
• Demonstration of good knowledge of information technology and ability to apply it in work assignments; and
• Excellent computer skills, including ability to use of Microsoft Office

Application

The position offers an attractive salary (P3 Grade of the ICSC salary scale), free of income tax in Sweden, UN pension plan, a benefits package and relocation expenses. Applicants must fill in the application form, which can be found at https://www.wmu.se/about/careers. Should send a letter of interest, a complete CV, and the contact information of three referees to Marco Batista, Head of Human Resources