PROCUREMENT ASSOCIATE

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 3,002 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.

Org. Setting and Reporting The Procurement Section is responsible for supporting ICAO’s corporate procurement requirements (headquarter and Regional Offices) and those of the Technical Cooperation and Technical Assistance Programme in accordance with ICAO’s Procurement Code and in the best interests of the Organization and the Member States it cooperates with. The Section is responsible for managing procurement, from procurement planning to conducting solicitation, preparing, and negotiating contracts and liaising with all ICAO Stakeholders and Requisitioners.

The post reports directly to the Head, Procurement Unit (H/PRU), the incumbent is expected to work independently on tasks assigned. Specific instructions and directives will be provided by the H/PRU on special tasks or complex issues.

Responsibilities Function 1 (incl. Expected results) Manages procurement activities required for ICAO Headquarters (HQs), Regional Offices and/or Technical Cooperation/Technical Assistance Projects, achieving results such as: - Implement procurement activities in compliance with the ICAO Procurement Code and Procedures, to contribute to the realization of the Organization’s strategic objectives and provision of timely and satisfactory procurement actions for the Member States. - Advise requisitioners on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle. - Liaise with requisitioners/project managers to ensure the timely execution of procurement requests. - Maintain relevant internal databases in compliance with Procurement Procedures. - Contribute to the development of internal ICAO Procurement Reports as required. - Liaise with Procurement Management Staff on any issue, as required.

Function 2 (incl. Expected results) Plans procurement actions, achieving results such as: - Review and assess requisitions for correctness of all attributes, including correct category code; acquire additional documentation as required. - Develop the individual procurement plans with the various requisitioners, project managers and/or stakeholders. - Review the Terms of Reference (TORs)/Technical Specifications and Evaluation Criteria to ensure that requirements are clearly defined, generic in nature and allow for a fair and transparent procurement process. - Provide assistance to end-users on understanding LTAs, DPO guidelines, in preparing TORs/technical specifications and evaluation criteria. - Evaluate procurement requests and monitor the potential for the consolidation of purchasing requirements. - Set up and participate at regular meetings with allotment holders/project managers to discuss the implementation and adjustment of procurement plans. - Identify and recommend alternative sources of procurement or product substitution to ensure a competitive and cost effective procurement process. - Identify local and international suppliers together with other procurement staff.

Function 3 (incl. Expected results) Conducts solicitation process and ensures proper evaluation, achieving results such as: - Customize the solicitation documentation to take into consideration the requirements of the end-user and the solicitation method. - Develop and publish tender invitations in ICAO procurement web tendering system to ensure a competitive and fair process. - Support the tender process and provide guidance to suppliers in order to maximize the number and quality of offers and to promote accountability of the solicitation process. - Liaise with end-users/Requisitioners and the Technical Support Unit of TCB to obtain tenders’ technical evaluation and its endorsement and to ascertain that evaluation is conducted in compliance with applicable procedures and in accordance with predetermined evaluation criteria. - Review the commercial proposals received and conduct the financial evaluation. - Summarize solicitation exercise and prepare submission to Contracts Board for review and subsequent approval, liaise with Contracts Board members in order to address any of their concerns/queries during this approval process.

Function 4 (incl. Expected results) Prepares and issues procurement purchase orders, achieving results such as: - Assist in the negotiations and definition of purchase order terms and conditions with supplier, including responsibilities, delivery terms, payment terms and financial security through bank guarantees. - Incorporate all essential obligations into the purchase order in an effective manner. - Consolidate all requirements to assist the Contracts Officer in the preparation of the contract; issue internal purchase orders in ICAO Enterprise Resource Planning (ERP) System. - Participate with the Contracts Officer at contract negotiation meetings, as required.

Function 5 (incl. Expected results) Prepares and updates Procurement records, achieving results such as: - Update purchase requisition summaries to accurately reflect procurement status of PR. - Liaise with end-users to review PR summaries reports and plan to ensure timely processing of procurement activities. - Analyze the end-user’s customer feedback of ICAO and supplier’s services and recommend opportunities for improvement.

Function 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: In-depth understanding of the public procurement rules. In-depth understanding of the legal and financial aspects involved in the preparation and administration of contracts. In-depth knowledge of Microsoft Office. 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.

Education Essential A diploma of college studies (DEC) or equivalent is required.

Desirable - First-level university degree preferably in business administration, public administration, commerce or business law, engineering or other relevant discipline or recognized qualifications in procurement. - CIPS Procurement Certification or equivalent.

Work Experience - At least six years of experience in the Procurement field is required.

• Experience with an ERP system is required.

• Experience in an international Organization, dealing with complex procurement activities is desirable.

  Languages Essential: Fluent reading, writing and speaking abilities in English. A working knowledge of French or Spanish.

Desirable: A working knowledge of any other languages of the Organization (Arabic, Chinese, Russian, Spanish).

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit. It should be noted that this post is to be filled on a fixed-term basis for an initial period of three (3) years (first year is probationary for an external candidate). ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC),

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration: Level Net Base Salary per annum G-6 CAD 47,249

United Nations Considerations In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.