| Vacancy No: RAPS/3/2015/PROCUREMENT/02 Title: Junior Procurement Officer Grade: P.2 Contract type: Fixed-term Appointment | Date: 8 September 2015 Application Deadline (midnight Geneva time) 11 October 2015 (2 day(s) until closing deadline) Currently accepting applications Organization unit: PROCUREMENT Duty Station: Geneva, Switzerland | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| General introduction 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. Staff members with at least five years of continuous service with the Office are encouraged to apply and will be given special consideration at the screening and evaluation stage. In accordance with the Staff Regulations and letters of appointment, successful candidates for positions in the Professional category would be expected to take up different assignments (field and Headquarters) during their career, the desirable length of an assignment in any specific position being two to five years, following which the incumbent should be willing to move to another assignment and/or duty station. Within the context of the Office's renewed efforts to promote mobility, staff members seeking mobility are encouraged to apply to vacancies. Mobility will be given special consideration at the screening and evaluation stages. The specific language requirements for this position are detailed hereunder. Candidates whose mother tongue is not one of the ILO working languages (English, French and Spanish) shall possess a fully satisfactory working knowledge of at least one of the working languages in order to apply. If appointed, and if so required as per the position requirements, they may be required to acquire a working knowledge of a second working language during their initial years of service in the Office. The ILO values diversity among its staff. We welcome applicants from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to erecruit@ilo.org. Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries is in Appendix I. Successful completion of the Assessment Centre is required for all external candidates. Conditions of employment are described in Appendix II. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| INTRODUCTION 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. This position is located in the Procurement Team of the Bureau. The main role of the incumbent is to perform all aspects of procurement transactions for projects of low-medium 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 general nature. This includes providing technical procurement information and guidance 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 incumbent reports to the Deputy Chief and Principal Procurement Specialist, PROCUREMENT. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Description of Duties Specific duties 1. Review procurement plans for assigned projects to ensure completeness, accuracy and competitive qualities. Plan associated procurement actions, involving analysis of a range of procurement issues, and identification of possible courses of action. 2. Engage in consultations with the Requesting units and provide advice on the specifications, delivery dates, possible suppliers and optimal procurement strategy. 3. Prepare and distribute Requests for Quotations (RFQs), Invitations to Bid (ITBs) and as required low-medium volume/risk Requests for Proposals (RFPs) using, where applicable, ILO e-tendering system. Analyse and evaluate vendors' proposals in respect of the Organization's requirements. 4. Provide technical support on all aspects of bid evaluations related to worldwide procurement of diverse services and commodities, taking into account local economic and other conditions. 5. Participate in negotiations with supplier representatives to ascertain their commitment and ability to meet specific requirements and accept new contracts. 6. Based on assessment of the procurement project, provide input to the formulation of the strategy and makes proposals for the supervisor's approval. 7. 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 Principal Procurement Specialist prepare submissions to the Headquarters Procurement Review Committee for review and subsequent approval by the authorized official. 8. Draft contracts within delegated financial authority and provide advice to Requesting units and recipient entities on contractual clauses, such as validity extension and additional scope of work, under the guidance of concerned legal specialists as required. 9. Participate in market and supplier research. 10. Act as back-up for assigned procurement projects as required. 11. Perform other job-related duties as assigned. These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties: 1. Analyse and evaluate information regarding vendor's performance as regards quality, prices, delivery, equipment and procurement performance in respect of the Office's requirements. 2. Evaluate bids and exchange information with suppliers to ascertain their commitment and ability to meet specific requirements and accept new contracts. 3. Provide information on items specifications and prices. 4. Place purchase orders for equipment, materials and supplies as approved by the chief. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Required Qualifications | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Education First level university degree in business administration, commerce, law or other relevant field. Additional study or training or a recognized qualification in procurement (e.g. UNDP/CIPS certification Level 2 or equivalent) would be an advantage. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Experience At least three years of professional experience in procurement operations for a diverse range of goods and services in the public or private sector and/or an international organization. Experience working in a United Nations organization would be an asset. Experience of and familiarity with procurement policies and procedures in a United Nations organization would be an asset. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Languages (See also above) Excellent command of English or French and good knowledge of the second language. Knowledge of Spanish would be an asset. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Competencies In addition to the ILO core competencies, this position requires: Technical Competencies Ability to carry out assignments in accordance with instructions and guidelines. 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 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. 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. Analytical skills and knowledge of quantitative methods to measure supplier capacity systems. Knowledge of sources of supply, market trends, pricing, etc. Ability to shape agreements with Requesting units and vendors; judgment in applying technical expertise to resolve a range of issues/problems. Behavioural Competencies Ability to plan work assignments, meet competing demands and work under the pressure of frequent and tight deadlines. Very good 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 with gender-sensitive and non-discriminatory behaviour and attitude. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Additional Information: Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place between November 2015 and March 2016. Candidates are requested to ensure their availability should they be short listed for further consideration. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR WRITTEN TEST. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| APPENDIX I | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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| APPENDIX II CONDITIONS OF EMPLOYMENT | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| - Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. - The first contract will be issued for a twelve-month period (for Geneva-based positions) and a twenty-four month period (for non Geneva-based positions) - A successful external candidate will be on probation for the first two years of assignment. - Any extension of contract beyond the probation period is subject to satisfactory conduct and performance. Grade: P.2
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Please note that the above salary levels are determined according to the criteria established by the International Civil Service Commission. The ILO is international public sector employer and salary and other employment conditions are not negotiable. Other allowances and benefits subject to specific terms of appointment:
Recruitment is normally made at the initial step in the grade. Salaries and emoluments are exempt from taxation by the Swiss authorities and, on the basis of international agreements or national law relating to presence or residence abroad, are generally exempt from taxation by other governments. In the absence of exemption, in most cases tax paid will be reimbursed in accordance with an ILO document which will be supplied upon request. While the successful candidate will be initially working in Geneva, he/she may be assigned to any duty station designated by the Director-General of the ILO. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| Please note that all candidates must complete an on-line application form. To apply, please visit ILO's e-Recruitment website at: erecruit.ilo.org. The system provides instructions for online application procedures. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
| 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. 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 assessment centres, technical tests or interviews. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
