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Procurement Officer Short-term (P-3)


PRINCIPAL FUNCTIONS

 

Under the direct supervision of the Head, Procurement, you will be responsible for the execution of the following responsibilities:

 

1.Planning and managing all contractual and procurement aspects of procurements; establishing  and maintaining work programmes and schedules for contracts to be established;

 

2.Coordinating the drafting of supporting documentations for requisitions for completeness and compliance with OPCW Rules and Regulations and adequacy of the works, services goods and related procurement and contract specifications; Identify requests that do not meet requirements and initiate corrective actions. Highlight requests that require review by the committee on contracts (COC). Identify and provide recommendations on ways of developing the optimum type of contract which best meets the requirements;

 

3.As an expert for a particular category of goods and services, research and analyse the market, demand, stakeholders requirements, develop standards and criteria for the evaluation of goods, services and supplies and develop and implement a variety of procurement strategies;

 

4.Issue tenders and contracts for works, services and equipment.

 

5.Lead the technical evaluation team(s) and analyse and evaluate all commercial aspects of bids and ensure that different options and outcomes are considered. Ensure that all steps are taken to maintain the integrity and transparency during the procurement process. Prepare commercial evaluations and recommend most suitable and cost viable suppliers. And, if required, prepare submissions to the COC;

 

6.Draft, negotiate and conclude high value and/or complex contractual agreements in order to obtain optimum conditions with suppliers. Consult the Office of the Legal Adviser (LAO) for legal advice on contracts;

 

7.Maintain digital procurement records in SharePoint of all procurements. Secure overall proper recording and filling for reference purpose and audits;

 

8.Support requisitioning units in the management of contracts, in particular ensuring a smooth contract kick-off and establishment of performance parameters (KPIs); and 

 

9.Perform other duties as required.

 

 

 

 

RECRUITING PROFILE   

 

Education (Qualifications):

Essential: 

An advanced university degree in Information Technology (IT), Business Administration, Law, Supply Chain Management or other relevant technical field. A first university degree in combination with additional qualifying experience (minimum 7 years) in these areas may be accepted in lieu of the advanced university degree. The lack of a degree may be off-set with relevant specialised training in combination with 11 years of qualifying experience.

 

Desirable: 

Additional study or training or a recognised qualification in procurement is preferred.

 

Experience:  

Essential: 

At least 5 years of relevant experience in a procurement office including experience in issuing tenders, evaluations and negotiations with suppliers preferably within an International Organisation or a Non-Governmental Organisation or national government. Experience in drafting commercial contracts; Experience in IT and cybersecurity related procurements.

 

Skills and Abilities (key competencies):

  • Strong negotiations and persuasion skills;
  • Strong analytical skills and working knowledge of quantitative methods to measure supplier capacity systems;
  • Good working knowledge of sources of supply, market trends and pricing;
  • Sound judgement in applying expertise to resolve issues;
  • Ability to plan work assignments, juggle competing demands and work under pressure of frequent and tight deadlines;
  • Avery good communication (written and spoken) skills, including the ability to communicate effectively with diverse audiences on procurement-related matters and prepare a variety of written documents, contracts, reports in a clear, concise style;
  • Very good interpersonal skills and ability to establish and maintain effective working relations with people in a multicultural environment; 
  • Computer literacy including proficiency in procurement computer systems, database management and internet applications.

 

Language Requirements:   Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.