Procurement Officer

Grade: P3

Vacancy no.: DC/PROCUREMENT/P/2024/01 Publication date: 8 February 2024 Application deadline (midnight Geneva time): 29 February 2024

Job ID: 11627 Department: PROCUREMENT Organization Unit: PROCUREMENT Location: Geneva Contract type: Fixed Term

Contract duration: One year, with possibility of renewal

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the present vacancy by direct selection, the ILO invites interested candidates to submit their candidature online by the above date.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Introduction

This position is located in the Procurement Team of the Bureau. The Procurement Bureau (PROCUREMENT) reports to the Treasurer and Financial Comptroller and provides services to ILO headquarters units, external offices and extra-budgetary funded programmes and projects. The Bureau develops, administers and disseminates procurement, including contracting, policies, rules and procedures in accordance with ILO Financial Rules and Regulations. It plans, coordinates and executes major procurement processes, acquires services, equipment and goods, and provides contracting services. It also provides information, advice and training on procurement issues.

The main role of the incumbent is to plan, develop and perform all aspects of procurement transactions for projects of medium-high volume/risk from initiation to recommending awards in respect of procurement actions for a select group of technically complex goods or services and/or a variety of goods and services of a complex nature. This includes providing technical procurement advice to Requesting (client) units at headquarters and in external offices on the full range of procurement issues in accordance with the Organization’s procurement policies and procedures and providing support and guidance at all stages of the procurement cycle.

The position reports to the Head, Procurement Unit, PROCUREMENT.

Description of Duties

1. Analyse procurement plans submitted by Requesting units. Plan associated procurement actions, involving analysis of a wide range of procurement issues, and identification of possible courses of action.

2. Engage in consultations with the Requesting officer(s) and provide advice on the specifications, delivery dates, possible suppliers and optimal procurement strategy.

3. Prepare, oversee the preparation of and conduct Requests for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs) using the ILO e-tendering system. Analyse and evaluate vendors’ proposals in respect of the Organization’s requirements.

4. Review solicitation documents in relation to extra-budgetary funded ILO programmes and provide guidance on embedding sustainability, including gender-responsive procurement, along the procurement processes initiated by requesting units.

5. Provide technical support on all aspects of bid evaluations related to worldwide procurement of diverse services and commodities, including the use of the ILO eSourcing platform, taking into account local economic and other conditions.

6. Participate in negotiations with senior vendor representatives.

7. Develop and formulate procurement project strategies and design solutions to resolve issues/conflicts arising from complex procurement projects, in consultation with the supervisor.

8. Prepare purchase orders and submit them for approval in ILO ERP system (IRIS). Sign purchase orders up to the authorized limit, and in cases where the amount exceeds authorized signature authority, under the supervision of the Head, Procurement Unit prepare submissions to the Headquarters Procurement Review Committee for review and subsequent approval by the authorized official.

9. Draft and oversee the drafting of contracts and provide advice to requesting units and recipient entities on contractual clauses in consultation with concerned legal specialists as required. Ensure adherence to contractual agreements, recommend amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations.

10. Extract specific data, compile and maintain statistics and prepare analytical reports for management relating to the procurement activities of the Office.

11. Conduct market research to keep abreast of significant market developments, research and analyse statistical data and market reports on the world commodity situation, production patterns and availability of good and services. Identify new technologies and products/services, evaluate and propose potential supply sources to supervisor, and participate in the incorporation of research results into the procurement program.

12. Perform other relevant duties as assigned.

Required qualifications

Education

An advanced university degree in business administration, commerce, law or other relevant field. A first-level university degree (Bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant field, with an additional two years of relevant experience, in addition to the experience stated below, will be accepted in lieu of an advanced university degree. Additional study or training or a recognized qualification in procurement (e.g. UNDP/CIPS certification Level 3 or equivalent).

Experience

At least five years of progressively responsible experience, in high volume procurement operations in the public or private sectors and/or an international organization. Experience working in a United Nations or intergovernmental organization would be an asset. Experience of and familiarity with procurement policies and procedures in a United Nations or intergovernmental organization would be an asset. Experience of and familiarity with e-sourcing platforms would be an asset. Experience in training and/or communications would be an asset.

Languages

Excellent command of English or French and good knowledge of the second working language. Knowledge of Spanish would be an asset.

Competencies

• In addition to the ILO core competencies, this position requires:

• Ability to use analytical tools and qualitative and quantitative techniques.

• Ability to conceptualise, plan, coordinate and conduct straightforward research work and apply laws, regulations and policies. Knowledge of office financial rules and regulations.

• Knowledge of negotiated procurement procedures and the pertinent laws and regulations.

• Computer and data management skills, including in procurement computer systems (e.g. an ERP procure-to-pay module), e-tendering, word processing, spreadsheet and internet applications.

• Knowledge and skills sufficient to evaluate bids and to recommend competitive ranges.

• Negotiation skills to shape and influence agreements with Requesting units and vendors.

• Ability to address broader issues of procurement in terms of impact at the programme and institutional level.

• Expertise in handling contract issues in accordance with policies and standards; strong analytical skills and good knowledge of quantitative methods to measure supplier capacity systems.

• Good knowledge of sources of supply, market trends, pricing, etc.

• Sound judgment in applying technical expertise to resolve a range of issues/problems.

• Capability to guide and coordinate work of others.

• Ability to plan work assignments, meet competing demands and work under the pressure of frequent and tight deadlines.

• Excellent communication (spoken and written) skills, including the ability to communicate effectively with diverse audiences on procurement-related matters and prepare a variety of written documents, contracts, reports, etc. in a clear, concise style.

• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Conditions of employment

• Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
• Any extension of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

Applicants will be contacted directly if selected for a written test and/or an interview.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including technical tests or interviews.

The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.