Procurement Officer - P3

Introduction

      The position is located in the Regional Administrative Service within the ILO Regional Office for Africa (ROAF) in Abidjan. The Regional office has overall political and management responsibilities for the promotion of ILO principles and policies in the region and provides strategic guidance and support to all countries in the region where the ILO has a presence.

      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 all country offices of the Africa Region 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 Chief, Regional Administrative Services (CRAS) and receives technical guidance and advice from the Chief, Procurement Bureau (PROCUREMENT) at ILO headquarters. PROCUREMENT reports to the Treasurer and Financial Comptroller and provides services to ILO headquarters units, external offices and extra-budgetary funded programmes and projects. PROCUREMENT 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.

Description of Duties

1.    Analyse procurement plans submitted by Requesting units of the Africa Region. Plan associated procurement actions, involving analysis of a wide range of procurement issues, and identification of possible courses of action. This includes identifying areas where procurement actions may be consolidated in order to reap the benefits of economies of scale.
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 eSourcing 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 environmental, social and economic sustainability, including gender-responsive procurement, throughout 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, taking into account local economic and other conditions.
6.    Participate in negotiations with senior vendor representatives.
7.    In consultation with the supervisor, develop and formulate procurement project strategies and design solutions to resolve issues/conflicts arising from complex procurement projects.
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 CRAS, prepare submissions to the Local Procurement Review Committee and, under supervision of the Chief, PROCUREMENT, prepare submissions to the Headquarters Procurement Review Committee for review and subsequent approval by the authorized official.
9.    Draft and oversee the drafting of standard contracts and provide technical advice to requesting units and recipient entities in the Africa Region on contractual clauses in consultation with concerned legal specialists in PROCUREMENT in case of deviations. 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 (Master’s or equivalent) 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) is an asset.

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 organization would be an asset. Experience 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 and/or French and a working knowledge of the other.

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.