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Procurement Officer (IT)

 

Grade: P3 

Vacancy no.: RAPS/2/2022/PROCUREMENT/01
Publication date: 31 August 2022
Application deadline (midnight Geneva time): 3 October 2022

 

Job ID: 9342 
Department: PROCUREMENT 
Organization Unit: PROCUREMENT 
Location: Geneva   
Contract type: Fixed Term 


 

The following are eligible to apply:

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

 

Staff members with at least five years of continuous service with the Office are encouraged to apply.

 

Applications from officials who have reached their age of retirement as defined in Article 11.3 of the Staff Regulations on or before 31 December 2017, or who have already separated from ILO service upon retirement or early retirement, will not be considered.

 

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.

 

The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).

 

Applicants 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 can be found here: https://jobs.ilo.org/content/Non--and-under-represented-member-States/

 

In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.

 

Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.

 

The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.

Introduction

The position is located in the Procurement Bureau (PROCUREMENT).  PROCUREMENT reports to the Treasurer and Financial Comptroller and provides services to ILO headquarters, field offices and extra-budgetary funded programmes and projects. PROCUREMENT develops, administers and disseminates procurement and 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 matters.

                             

The main role of the incumbent is to plan, develop and oversee 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 IT goods or services and/or a variety of goods and services of a complex nature. This includes providing technical IT procurement advice to requesting units, at ILO headquarters and in field 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 Head of the Procurement Unit.

Specific 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 unit officer(s) and assist internal clients with IT specification development; provide advice on delivery dates, possible suppliers, and optimal procurement strategy.
3.Prepare, oversee the preparation of, and conduct requests for quotations, invitations to bid and requests for proposals using, the ILO e-Sourcing Platform. Analyse and evaluate vendors’ proposals in respect of the Organization’s requirements.
4.Provide technical IT procurement advice to clients at ILO headquarters and support to management in regional/country offices in relation to extra-budgetary funded ILO programmes and projects, and adherence to the Organization’s procurement policies and procedures. Participate in negotiations with senior vendor representatives.
5.Develop and formulate procurement project strategies, and design solutions to resolve issues/conflicts arising from complex procurement projects, in consultation with the supervisor.
6.Prepare purchase orders and submit them for approval in the ILO Enterprise Resource Planning system (Integrated Resource Information System). Sign purchase orders up to the authorized limit, and in cases where the amount exceeds authorized signature authority, under the supervision of the Head of the Procurement Unit and in consultation with the Chief of, PROCUREMENT, prepare submissions to the Headquarters Procurement Review Committee for review and subsequent approval by the authorized official.
7.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.

optional section (only if needed)

8.Extract specific data, compile and maintain statistics and prepare analytical reports for management relating to the procurement activities of the Office; contribute towards maintaining a robust analytics programme including through reporting routines of procurement information across the Office and centralizing data collection, analysis and reporting within PROCUREMENT. 
9.Provide support in developing agreed solutions aligned with the Information and Technology Management Department’s methodology and IT market good practice. Support the implementation of new software platforms / applications in PROCUREMENT.
10.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 the supervisor, and participate in the incorporation of research results into the procurement programme.
11.Draft and customize training manuals and guides for PROCUREMENT-related applications and IT tools to aid colleagues with their understanding and use.
12.Perform other relevant duties as assigned. 
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1.    Analyse and evaluate vendors and proposals, taking into consideration various factors affecting technical specifications of item, cost, price and contractual arrangements.

2.    Review purchase requisitions received to ensure that the description of goods, services and related purchase specifications are adequate to permit procurement by formally invited bids or by negotiation.

3.    Identify, evaluate and recommend potential suppliers and manufacturers.

4.    Maintain good relations with suppliers and representatives of companies and firms.

5.    Provide advice and guidance to technical departments, area offices and projects concerning development of specification for items to be procured.

6.    Provide guidance for the work of subordinates.

7.    Conduct current research to keep abreast of the significant market trends and developments in assigned purchasing speciality and related fields.

Required qualifications

Education

Advanced university degree (Master’s or equivalent) in computer science, management information systems, business administration, commerce, law or other relevant field.  A first- level university degree (Bachelor’s or equivalent) in one of the aforementioned fields or other relevant field with an additional two years of relevant experience, in addition to the required five years of 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 experience, with at least three years at from the international/world market level, in high volume IT procurement operations in the public or private sectors and/or an international organization. Experience with procurement policies and procedures in a United Nations organization would be an asset.

Languages

Excellent command of English or French and a working knowledge of the other. Knowledge of Spanish would be an asset.

Competencies

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

Technical Competencies
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. Knowledge of server and network hardware, data management skills, including ERP and e-tendering software platforms, VBA Automation, cloud computing, database management and web development. Knowledge of SharePoint Community, and be able to use templates to provision pages, web parts, lists and any other resources as required for the community. Ability to act as site administrator and maintain the site. Knowledge in creating various presentation media and communication tools to assist PROCUREMENT in its training and know-how transfer to colleagues who engage in sourcing activities.  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 handle contract issues in accordance with policies and standards.  Strong analytical skills. Knowledge of sources of supply, market trends, pricing, etc. Sound judgment in applying technical expertise to resolve a range of issues/problems.

    
Behavioural competencies    
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.
  • The first contract will be issued for a twenty-four month period.
  • 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.

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

 

Important Information

Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org

 

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at https://jobs.ilo.org/. The system provides instructions for online application procedures.

 

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

 

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.

 

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.