Procurement Associate, Liberia

ORGANISATIONAL CONTEXT

The International Development Law Organization (IDLO) enables governments, empowers people, and strengthens institutions to realise justice and promote peace and sustainable development. IDLO is the only global intergovernmental organisation exclusively devoted to promoting the rule of law and access to justice.

With its headquarters in Rome, Italy, a Branch Office in The Hague, Permanent Observer Missions to the United Nations in New York and Geneva, and 18 Country Offices across the globe, IDLO carries out policy advocacy, research, and the rule of law and justice programmes, operating in every region of the world. 

THE POSITION

The Finance and Support Services Department (FSSD) provides effective delivery of IDLO’s finance, reporting, procurement, and information & communication technology to help deliver IDLO’s activities, thereby contributing to IDLO’s ability to strategically fulfil its mission.  This also encompasses the optimization of IDLO’s internal policies and processes and extends to its organizational planning, target-setting, and performance measurement.

Under the direct supervision of the Finance and Administration Manager, the Procurement Associate ensures process integrity and provides administrative assistance to the Operations team to support program delivery.

Primary Functions

• Provide procurement support and ensure process integrity.
• Support the procurement processes, update procurement plans and undertake small procurement projects under the supervision of the Finance and Administration Manager.
• Assist with market research for the goods and services to be procured and produce market research reports and cost estimations for the goods and services to be procured.
• Prepare Purchase Orders (POs) and contracts for contracting services and vendors and maintenance of a filing system.
• Monitor POs and contracts, including taking follow-up actions and monitoring deadlines for timely delivery of goods and services.
•  Maintain relevant internal databases and files, keep track of any contractual agreements, and inform respective contract management officials and obligations.
• Develop and update the rosters of suppliers, and implement supplier selection and evaluation.
•  Collect vendor forms from the vendors and control vendor forms in terms of completeness.
• Ensure management of stock of office supplies, including sourcing of vendors, purchasing of supplies as required, controlling receipt, storage, and issuance of supplies, and periodically updating stock cards.
• Support the Finance and Administration Manager and the programs team in procurement-related induction and technical support of sub-grantee partners.
• Assist the IDLO Global Procurement Lead at HQ, the Country Manager and the supervisor in staff induction and training on IDLO procurement guidelines and processes.

TERMS AND CONDITIONS

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate Contract of 12 months, with the possibility of extension subject to performance and availability of funding.

In addition, IDLO shall offer an yearly basic salary of USD 16,428, medical insurance and leave entitlements including in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station, with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees. 

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. Only short-listed candidates will be contacted during the selection process to make the most effective use of resources.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

DISCLAIMER AND CLOSING DATE 

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This is not an exhaustive list of all duties and responsibilities. 

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary. 

Application deadline: 9 August 2022 (23:59hrs, Rome Time).