Associate Procurement Officer (two posts)

Contract

This is a P-1 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 1 years of experience, depending on education.

Salary

The salary for this job should be between 82,408 USD and 113,889 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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.

This post is a limited-term fixed-term post.

1. Organizational Context

1. 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 also handles all travel administration for WIPO staff members and third party travelers.

The Procurement Section is responsible for the purchase of goods, works and/or services provided by private commercial entities and no profit organizations to support WIPO's Sectors in Geneva and in WIPO Member States. The Procurement Section is also responsible for the establishment and administration of contractual agreements and for providing support to the contract managers in vendor management.

2. Purpose Statement

The Associate Procurement Officer 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 Sectors in relation to the purchase of regular goods or 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.

3. Reporting Lines

The incumbent reports to the Procurement Officer leading the Procurement Team.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Provide assistance to requesters on the most appropriate sourcing methodology for goods and services and review and validate Terms of Reference; identify potential suppliers and collect, prepare and check documentation to be provided;

b. Jointly with Sectors, assist to define the sourcing strategy for areas of responsibility and monitor, plan and execute contract renewals, amendments, terminations and issuing of tenders;

c. Prepare and publish tender documents; respond to technical and commercial queries and organize opening sessions of offers; request pricing details and provide requesters with an analysis of the commercial aspects of offers received;

d. Participate in tender evaluation teams and in preparing submissions to the Contracts Review Committee; participate in contract negotiations and prepare contracts in liaison with Legal Officers where required;

e. Review purchase requisitions raised and ensure content is in line with needs and in compliance with applicable regulations, rules and policies;

f. Create purchase orders, submit for certification and ensure dispatch to the respective Services/Departments and/or suppliers; follow-up on purchase orders and address any issues that may arise;

g. Monitor the implementation of open purchase orders and perform other tasks related to Procure-to-Pay processes, including creation and/or update of items, contracts and vendor details;

h. Monitor vendor performance in conjunction with Sectors and in line with key performance indicators and service level agreements, address and escalate issues to team lead where required;

i. Keep abreast of procurement best practices and make recommendations to the Procurement Officer for improvements to procurement documentation and processes by proposing sustainable and streamlined solutions; participate in internal working groups and contribute to the establishment of best practices;

j. Maintain in a systematic manner all relevant internal databases providing reliable and accurate information enhancing data quality; provide reports as requested;

k. Act as Authorized Officer of contractual instruments up to the delegated amount in compliance with WIPO rules;

l. Perform other related tasks as requested.

3. Requirements

Education (Essential)

First-level university degree in Procurement, Business Administration, Engineering, Economics, Law or a related field.

Education (Desirable)

Advanced university degree in Procurement, Business Administration, Engineering, Economics, Law or a related field.

Diploma in Procurement or Supply Chain.

Experience (Essential)

Relevant professional experience in an area related to the role.

Experience (Desirable)

Procurement experience gained in the public sector and/or at a UN common system organization.

Experience with computerized procurement systems, preferably with Procure-to-Pay.

Experience of vendor performance management.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Knowledge of other official UN languages, particularly French.

Job Related Competencies (Essential)

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.

Ability to apply procurement-related rules, regulations, procedures and practices.

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.

4. Organizational Competencies

1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Valuing diversity.
5. Producing results.
6. Showing service orientation.
7. Seeing the big picture.
8. Seeking change and innovation.
9. Developing yourself and others.

5. Information

Mobility: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.

Annual salary****:

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the June 2022 rate of 71.4%

P1

Annual salary

$38,523

Post adjustment

$27,505

Total Salary

$66,028

Currency USD

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

* Initial fixed-term appointment of two years, renewable subject to satisfactory performance and other applicable conditions. The selected candidate will be subject to an overall term of five years with no possibility of renewal beyond that term. This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).

This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.

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.

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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.