Procurement Officer - Rome, Italy

The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and advocates at the local, national and international level for policies that contribute to rural transformation. 

The Corporate Services Department (CSD), led by the Associate Vice-President, CSD, provides IFAD with the human resources, administrative services, safety and security and information technology resources required to allow IFAD to meet its objectives of enabling rural people overcome poverty. The work of the CSD is undertaken by three divisions (i) Human Resources Division (HRD) (ii) Administrative Services Division (ADM) and (iii) Information and Communication Technology Division (ICT) and three units: (a) Front Office CSD (b) Field Support Unit and (c) Medical Services Unit. 

The Administrative Services Division (ADM) provides a series of high-quality critical customer-oriented, sustainable, timely and efficient operational support and administrative services to clients worldwide to satisfy current and future corporate needs in support of IFAD's mandate and mission and in close collaboration with our internal and external partners. The division supports the Organization's core activities at HQ and IFAD Country Offices (ICOs) and facilitates day-to-day business operations in line with internationally accepted best practices. This includes the provision of sustainable, customer-oriented, cost-effective and efficient administrative services. ADM's services encompass Security and Business Continuity, Facilities Management, Travel and Visa, Privileges and Immunities, Procurement, Insurance, Shipping, Asset and Inventory Management, Records Management and Archives, Mail Distribution, as well as greening activities.

The Procurement Officer works under the overall guidance of the Director and the direct supervision of the ADM Manager. 

The Procurement Officer positions are typically designed to build expertise in a broad range of administrative work and requires knowledge of the technical concepts and tools of a specialized field of work. The position has delegated authority to approve purchase orders and contracts up to the authorized Contract Committee threshold. Procurement Officers have the capacity to implement policies, approaches, models and methodologies to provide technically competent procurement services and support to client departments across the Fund. Assignments typically require initial case-by-case analysis, which also includes research into and identification of administrative precedents.  The Procurement Officer performs routine and non-routine work with established precedents independently; and performs complex procurement activities, which involves planning, developing and implementing both procurement and contract actions related to worldwide procurement activities.

Position Specifics assignments include:

• Procurement Activities: planning, developing and implementing both procurement and contract actions related to worldwide procurement of a variety of commodities, materials, equipment, and services; the key results include:
  • reviewing requisitions;
  • negotiating with suppliers and coordinating with client offices and other groups in each phase of the procurement transaction processes, projecting a competent and trusted image of the Fund to partners within IFAD and outside;
  • Purchase Orders Approval; 
  • Contract Approval.

1.BUSINESS PARTNER: The Procurement Officer's customer service focus is on client outreach and the provision of advice and guidance on a range of purchasing and contracting regulations, rules and procedures whilst ensuring strict confidentiality of all issues related to procurement activities. The position provides verbal and written advice and guidance to supervisors and staff on a range of ADM regulations, guidelines and procedures, facilitating the provision of administrative services and a mutual understanding of issues and roles in the management of IFAD's administration services and procurement activities. The Officer supports best practices in the Fund through outreach to other private and public sector organizations to identify potential solutions to IFAD client concerns, as well as maintains open communications with counterparts in other UN and IFI organizations.

2.PROCUREMENT MANAGEMENT EXPERT: The Procurement Officer has strong knowledge of Procurement policies, rules and regulations and is capable of conducting formal procurement activities of all levels of complexity. Illustrative accountabilities may include: (a) planning, developing and managing contractual and procurement operations in accordance with the Fund's purchasing and contracting rules, regulations and guidelines; (b) provide technical advice to requisitioning units on procurement issues, rules, regu lations, guidelines, on writing technical specifications and/or scopes of work and on market research analysis; (c) reviewing procurement requests submitted by requesting units to ensure completeness and adequacy of the commodities, goods, services, and related technical, procurement and contract specifications; (d) preparing and overseeing preparation of solicitation documents for procurement and contract operations, including analysing them for conformity to specified requirements, price, delivery, terms, warranty, maintenance, standardization or compatibility; (e) coordinating all aspects of bid evaluation and recommending contract award; (f) reviewing technical and financial proposals, carrying out cost benefit analysis and recommending awards in adherence to the Fund's regulations, rules and guidelines and, when required. 

3.PROCUREMENT ADVOCATE: The Procurement Officer, through hithe incumbentr professionalism, promotes the unit's reputation as a value-added, technically competent and reliable service provider as part of the ADM Division's overall strategy. At this level the focus is on knowledge of the Fund's mandate, business strategy, and organizational dynamics and.The position reaches out to supervisors and staff, listening and responding effectively and efficiently to common issues and problems and building relationshipsbased on respect and trust. From the perspective of a value for diversity and respect for a multi-cultural client base, the Procurement Officer demonstrates effective communication skills that serve to promote the Unit as well as the Division's strategy and the accountable execution of procurement activities. 

4. AGENT OF CHANGE AND INNOVATION: The Procurement Officer understands and applies the principles of change management and serves as a role model for transformation and capacity for acceptance of change and innovation in both processes and technologies.. The position uses knowledge of information technology to analyze and promote acceptance of new methods of work and effective communication skills to persuade and influence staff to adopt change. Going beyond acceptance to change in methods and technology tools, the Procurement Officer consultats with colleagues and client offices to ensure open and regular communications pertaining to current and planned changes in purchasing and contracting strategy, policies, regulations and rules. The incumbent explains the scope and ramifications of proposed initiatives, promoting understanding of their purpose and functional advantages.

5. MANAGERIAL FUNCTIONS: The Procurement Officer is accountable for integrity, transparency, and equity in the personal use of assigned IFAD resources, including equipment, supplies and, as applicable, staff supervised. This includes: (i) People Management through recruitment and performance management of temporary support staff (consultants and interns) as well as learning management establishing learning plans and ensuring temporary support staff meet their development needs while meeting the needs of IFAD; (ii) Resource Management by providing strategic support to the Director and the Procurement Manager into the divisional budget preparation exercises and execution; (iii) Knowledge and Content Management by ensuring (1) procurement knowledge content is continuously updated and available, (2) best practices are continuously identified, documented and distributed and (3) appropriate and up-to-date information and learning tools are available to the Fund's managers, supervisors and staff; (iv) Information Technology Management through leveraging ERP and eProcurement functionalities for improved business results, simplification of transaction and reporting processes and improved client services.

Position specifics: The Procurement Officer will:

1. Coordinate the Annual Procurement Planning exercise, prepare and monitor annual procurement plans in coordination with assigned divisions/departments, including establishment of schedules and priorities for procurement actions;
2. Plan, develop, and manage procurement operations in a cost-effective, efficient manner and in accordance with the organization's procurement rules and regulations and guidelines. Related tasks include i) organise and follow through the launch of tenders and other procurement related activities, ii) guide internal clients on the optimal preparation of terms of reference and evaluation criteria of the tender, iii) conduct relevant market research iv) prepare or advise on the preparation of solicitation documents for large procurement operations; v) analyse tender documentation for conformity to specified requirements, price and delivery terms; vi) manage/conduct all aspects of bid evaluation and vii) recommend contract awards in adherence to the organization's rules, regulations, and guidelines;
3. Participate in authorized negotiations with senior representatives of suppliers;
4. Provide administrative and organizational support to the CRC Secretary in organizing meeting and supporting documentation and minutes and reporting on the Contract Review Committee KPIs;
5. Participate in the UN inter-agency collaborative initiatives and consultations, such as the HLCM Procurement Network and its Working Groups and the Common Procurement Team of Rome-based UN agencies;
6. Act as bank account holder and signatory for ADM account for credit card and business continuity purposes;
7. Maintain and build market and vendor knowledge within assigned areas/categories of specialization;
8. Research, track and analyse statistical information and key performance indicators related to procurement and contracting, and propose and support implementation of improvements to procurement procedures, including evaluation of internal and external client satisfaction, KPI monitoring and results of strategic corporate vendors, and the analysis and submission of the annual corporate procurement data;
9. Supervise and provide guidance to consultants and interns and support Procurement Manager in selection of interns;
10. Provide support to the Director and the Procurement Manager on budgeting, financial resource management and reconciliation activities as may be required;
11. Provide training to other staff on procurement procedures and advise as requested;
12. Back-up the other Procurement Officers in the conduct and management of tenders/procurement actions as may be required.

The work requires analyses of individual cases and processes. Understanding and interpreting a body of rules, regulations and precedents is required. Established in the field of work, the impact of the work performed has direct effect on the professionalism of the Procurement Officer and the overall reputation of the team for high quality work in terms of both substantive depth and adaptive relevance to emerging issues and changing client needs. The Procurement Officer positions have access to advice and on-the-job training from other specialists or ADM mangers in the resolution of on-going non-routine casework. As specialists, Procurement Officers are seasoned professionals, demonstrating a complete knowledge of the concepts, systems and tools of purchasing and contracting and the ability to interpret/adapt them to emerging needs.

Position specific:  The impact of actions at this level goes beyond the immediate team to have direct impact on the client offices. Decisions are made on planning and management of contracts, technical suitability and quality of equipment, selection of appropriate sources of supplies, and solicitation and negotiation with bidders for the most advantageous price and delivery terms.

The work relationships of Procurement Officer involve both written and verbal communications to obtain and provide information regarding decisions on specific cases or to explain why an action has been taken or to obtain information needed to take decisions or support further administration processes. Internal Fund contacts extend to supervisors and staff throughout the Fund to seek understanding and obtain the assistance or cooperation of persons who are involved mainly in routine administration matters. This requires skill in building constructive, effective relationships. External contacts are predominantly with colleagues in the professional and local community on questions related to the administrative services provided and with vendors to collect/exchange information on administration or with counterparts in other organizations at the duty station.

Position specific: The incumbent shall establish close contact with divisional and departmental focal points, peers and RBA, UN and IFI Managers. The position is also required to actively participate in function-specific networks.

Organizational Competencies:

Level 1:

• Building relationships and partnerships - Builds and maintains effective working relationships
• Communicating and negotiating - Communicates effectively; creates understanding between self and others
• Demonstrating leadership - Personal leadership and attitude to change
• Focusing on clients - Focuses on clients
• Learning, sharing knowledge and innovating - Continuously seeks to learn, shares knowledge & innovates
• Managing performance and developing staff
• Managing time, resources and information - Manages own time, information and resources effectively
• Problem-solving and decision-making - Demonstrates sound problem-solving and decision-making ability
• Strategic thinking and organizational development - Personal influence
• Team working - Contributes effectively to the team

Education:

• Level - Advanced university degree from an accredited institution in a technically relevant area.
• Areas - Public Administration, Business Management or other job related field.
• Degree must be an accredited institution listed on https://www.whed.net/home.php 

(*) Note: For internal candidates, this requirement will be assessed in line with the provisions set forth in the IFAD's Human Resources Implementing Procedures.

Certifications:

UNDP/CIPS Certification in Public Procurement is an asset.

Experience:

• At least five (5)  years of progressively responsible experience in a multi-cultural organization or national organization providing administrative or procurement services support on a global scope.
• Position-specific experience:  At least two (2) years in procurement operations or in procurement related activities. Ability to use Procurement-related functions within ERP system (purchase requisitions, purchase orders, budget checks, managing vendor information, running reports, running statistics); experience using e-Procurement tools for creating and managing tenders, vendor selection, technical and commercial evaluations.

Languages:

• Required English (4 - Excellent) 
• Desirable: French, Spanish and/or Arabic (3 - Good) 

Skills:

• Contract Management: Know-how in contracting of external workforce (e.g. contracting of interpreters, subeditors and proof-reader falling under international agreements)
• Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations;
• Procedure interpretation: Ability to interpret established, formal guidelines to address and recommend solutions or further actions required;
• Procurement: Know-how in the application of the procurement policies, rules and regulations applicable to IFAD HQ and/or Country Programmes/Projects, including for complex individual cases;
• Risk & compliance: Know-how in asset liability management, risk reporting, capital adequacy, quality assurance and compliance (e.g. Anti-money laundering (AML), Know your customer (KYC) processes), etc.;
• Risk management (e.g. reputational): Identification and assessment of potential liabilities and risks in IFAD's activities, particularly vis-à-vis third parties; ability to handle risks via contingency and mitigation strategies;
• Stakeholder management: Strong alignment capabilities and consultation skills, building on effective interactions and relationships with different stakeholders (e.g. for the co-creation of communication material with member states) and ability to build and maintain a strong network (e.g. with journalists, media outlets, etc.);
• Time management: Adherence to deadlines under time constraints and pressure (e.g. to deliver governing body documents on time); ability to coordinate and manage complex workflows and in-house and external teams;
• Performance management: Know-how in managing performance so that staff supervised deliver on the agreed objectives and meet their development needs while meeting the needs of IFAD. Is proficient in establishing clear performance goals (operational and behavioural) and learning plans as well as in evaluating the performance of staff against the set goals;
• Integrity and ethics: Strong emphasis on acting with honesty, not tolerating unethical behaviour, demonstrating equity, impartiality and sensitivity in exercising authority and interacting with staff, and other  stakeholders. Conduct must be guided by IFAD core values, the Code of conduct and a high sense of ethics;
• Interpersonal skills: Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants);
• Verbal communication: Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language.

Applicants should note that IFAD staff members are international civil servants subject to the authority of the President of IFAD. In accordance with IFAD's Human Resources Policy, the President can decide to assign them to any of the activities of the Fund. All International Professional staff members are required to be geographically mobile and positions in the professional category are subject to changes in location at any time in line with strategic priorities and reform initiatives in IFAD.

In accordance with IFAD's provisions, all new staff members will normally be placed at the first step in the grade level for which they have been selected. For information on IFAD's remuneration package, please visit IFAD's compensation and benefits page on our website. Applicants are invited to use the ICSC compensation calculator to estimate the salary and benefit entitlements.  See here.

Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.

In the interest of making most cost-effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.

IFAD is an Equal Opportunity Employer and does not discriminate on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation in line with its Diversity, Equity and Inclusion (DEI) Strategy and the Policy to prevent and respond to sexual harassment, sexual exploitation and abuse.

Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org

This position is also included in the pool of positions made available to IFAD staff members in the context of the 2024 reassignment exercise. Priority will be given to internal staff in reassignment who are deemed appointable for positions at the same grade level.