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Procurement Consultant

Montreal

  • Organization: UN - United Nations
  • Location: Montreal
  • Grade: Consultancy - Consultant - Contractors Agreement
  • Occupational Groups:
    • Procurement
  • Closing Date: Closed

Result of Service

The incumbent of the position ensures that the procurement process is conducted in a fair, transparent and accountable manner to guarantee best value for money and to meet the needs of the end user and to guarantee the best interests of the Organization.

Work Location

Montreal

Expected duration

11 months

Duties and Responsibilities

THE ORGANIZATIONAL SETTING
The Procurement Section is responsible for supporting the procurement requirements of the Organization, ICAO’s Technical Cooperation Programme, Regional Offices and other United Nations Organizations, in accordance with ICAO’s Procurement Code and in the best interests of the Organization and Member States. The Section is responsible for procurement planning, conducting solicitation and evaluation exercises, preparing and negotiating contracts, preparing internal reports and liaising with the ICAO business owners.

Under the guidance of Chief, Procurement Section (C/PRO), the incumbent of the position will assist in the management of procurements for ICAO Headquarters, Regional Offices and the Technical Cooperation program. The post reports directly to the Chief, Procurement Section, but it is expected that the incumbent will be able to work independently on assigned tasks.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)
Assists in planning, developing, conducting and supervising procurement activities required for ICAO Headquarters (HQs), Technical Cooperation and Regional Offices, achieving results such as:
• Serve as the procurement focal point with responsibility for the procurement of diverse equipment and services;
• Provide advice and assisting in supervising the work of procurement staff to ensure the timely execution of procurement requests and the correct application of administrative policies, principles, procedures and rules governing ICAO procurement;
• Provide advice to requisitioning units and allotment holders and to C/PRO on the full range of procurement issues of ICAO, as well as providing support and guidance to ICAO staff and business owners at all stages of the procurement cycle;
• Establish and maintaining a work program and schedule for ongoing and newly-planned procurement;
• Pro-actively interact with the allotment holder at all phases of procurement to ensure the timely, efficient and effective execution of procurement requests.

Function 2 (incl. Expected results)
Plans procurement actions, achieving results such as:
• Assist allotment holders to prepare individual procurement plans and propose strategy for its implementation;
• Provide guidance to allotment holders in preparing terms of reference/technical specifications for and reviewing of the same to ensure they are complete and generic and will allow a fair, transparent and competitive procurement process;
• Review, assigning and prioritizing procurement requests amongst the procurement staff in consultation with H/PRU;
• Assist in conducting market research to keep abreast of market developments, research and analyze statistical data and market reports, search for potential supply sources to extend suppliers data base;
• Identify and recommending alternative sources of procurement or product substitution to ensure a competitive and cost effective procurement process.

Function 3 (incl. Expected results)
Assists in the solicitation process, achieving results such as:
• Prepare/oversee the preparation and distribution of solicitations (requests for proposal, invitation to bid) and Requests for Quotations;
• Support the tender process and providing guidance to suppliers in order to maximize the number and quality of offers and to promote accountability of the solicitation process;
• Review the formal evaluation of the offers received before submission to the allotment holder for technical evaluation;
• Review the technical evaluation provided by the allotment holders, prepare/oversee preparation and review the commercial evaluation and the vetting of the recommended supplier and consolidate the evaluation report to H/PRU for approval;
• Assist in preparing the submission to Contracts Board.

Function 4 (incl. Expected results)
Assists in managing procurement purchase orders, achieving results such as:
• Establish approaches for negotiations and conduct or coordinate all phases of negotiations with all concerned parties, including the negotiation of disputes arising from purchase orders, in coordination with the Contract Unit;
• Prepare/review all purchase orders prepared by the procurement staff;
• Participate with the Contracts Officer at contract negotiation meetings, as required.

Function 5 (incl. Expected results)
Performs other related duties, as assigned.

Qualifications/special skills

Education:

A first-level university degree, preferably in business administration, public administration, sciences, organizational development, law or other relevant discipline.

Experience:
Essential:
• At least five (5) years of progressively responsible professional experience in high volume procurement operations, including experience in private industry and/or government or international organizations.
• Strong theoretical background and substantive experience in all phases of international procurement operations and in contracting for a diverse range of goods and services.
• Ability to develop and implement strategic procurement plans to meet operational needs.
• In-depth understanding of legal and financial aspects involved in the preparation of contracts.
• Experience in an international public environment dealing with complex procurement activities, preferably in the context of United Nations (UN) policies and standards.

Desirable:
• UN CIPS Procurement Certification Experience.

COMPETENCIES
Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Languages

Essential:
The work requires fluent reading, writing and speaking abilities in English.

Desirable:
Knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

Additional Information

• It should be noted that this post is to be filled for an initial period of 11 months with a possibility of extension.

• Please note that the monthly rate for Band C varies from CAD 7,562 to CAD 10,910.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is now closed.
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