JOB DESCRIPTION

JOB DESCRIPTION POST: Associate Procurement Officer ORGANIZATIONAL SETTING: Division ... submissions to the Committee on Contracts and Legal and Finan...

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JOB DESCRIPTION POST:

Associate Procurement Officer

ORGANIZATIONAL SETTING:

Division of Administration Procurement Services Section

GRADE:

P-2

RESPONSIBLE TO:

Chief, Procurement Services Section

DUTIES AND RESPONSIBILITIES: Under the supervision of the Chief or a Procurement Officer to: -

Assist in the planning, development, and management of all procurement and contractual aspects of projects of significant complexity related to worldwide procurement of diverse services and commodities (e.g. electronic equipment and instruments, hardware and software, service contracts);

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Engage in active consultations with the requesting office(r) on the specifications, delivery dates, possible suppliers and optimal procurement strategy;

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Assist in the preparation and distribution of invitations to bid and manage/conduct all aspects of bid evaluations (including coordination and negotiation of terms with preferred contractor, and submissions to the Committee on Contracts and Legal and Finance Review Team, if required);

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Liaise with the Legal Services and Finance Services sections as required;

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Assist in the administration of the implementation of concluded contracts and advice to concerned parties on contractual rights and obligations;

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Participate in the formulation of strategies and design of innovative solutions to resolve issues/conflicts for complex procurement projects;

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Conduct market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services. Identify new products/services, evaluate and recommend potential supply sources and participate in the incorporation of research results into the procurement program;

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Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.

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Assist in the establishment and maintenance of work program and schedule for ongoing contracts and newly-planned for the related substantive sections. Contribute to the monitoring of implementation of relevant procurement plans;

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Perform other duties as assigned.

QUALIFICATIONS: -

University degree in public or business administration, commerce, law, economics or a related field;

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At least three years of working experience in the field of procurement of services and equipment and supplies, one year of which should have been in a public international organization (preferably within its procurement unit);

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Excellent written and oral communication skills in English essential. Working knowledge of one of the other official languages of the CTBTO Preparatory Commission is an asset.

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UNDP/UK CIPS (certificate in Purchasing and Supplying) Level 2 or equivalent, would be an asset;

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Additional study or training in accounting or law would be an asset.

COMPETENCIES: -

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Professionalism – Strong theoretical background and substantive experience in all phases of international procurement operations and in contracting for a diverse range of services and equipment and supplies. Good working knowledge of contract law and expertise in handling complex contract issues in the context of international organizations policies and standards. Good knowledge of sources of supply, market trends, pricing, etc. Good negotiating skills. Sound judgment in applying technical expertise to resolve a range of issues. Ability to provide technical guidance to junior staff. Planning and Organizing – Ability to plan and organize work under pressure of frequent and tight deadlines, identify priority activities and assignments and ensure efficient monitoring and implementation of work plans. Communication – 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. Client Orientation – Identifies clients’ needs and matches them to appropriate solutions. Keeps clients informed of progress and setbacks in projects. Meets timeline for delivery of products or services to clients. Technological awareness – Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology. Teamwork – Very good interpersonal skills and demonstrated ability to establish and maintain effective working relations with people in a multi-cultural environment with sensitivity and respect for diversity. Managing Performance – Accurately judges the amount for time and resources needed to accomplish a task and matches tasks to skills. Monitors progress against milestones and deadlines. Appraises performance fairly. Judgment/Decision making – Identifies the key issues in a complex situation, and comes to the heart of the problem quickly. Proposes a course of action or makes a recommendation based on all available information.