Associate Procurement Officer (P-2)

18899 | Registry 

A roster of suitable candidates may be established for this post as a result of this selection process for fixed-term appointments against both established posts and positions funded by general temporary assistance (GTA).

Organisational Context

The General Services Section (GSS) organisationally belongs to the Division of Management Services in the Registry. The GSS consists of four units; the Facilities Management Unit (FMU); the Transport and Logistics Unit (TLU), the Travel Unit (TU) and the Procurement Unit (PU).

Duties and Responsibilities

Within the delegated authority and under the direct supervision of the Head of Procurement Unit, the incumbent performs the following tasks:

1. Perform the Secretary of the Procurement Review Committee (PRC) role in compliance to Financial Regulations and Rules (FRR), the Administrative Instructions (AI) and the Procurement Standard Operating Procedure (PSOP) and is responsible for organising and servicing the PRC by performing below tasks: 

1. Arrange and coordinate the PRC meetings by planning and securing the presence of the Ex- Officio members in forming a minimum quorum of three PRC members per session;
2. Ensure timely and efficient distribution of relevant documentation to members;
3. Draft meeting minutes and recommendations;
4. Submit minutes and recommendations for approval;
5. Advise on issues involving procurement procedures and liaise with Procurement Unit’s staff on request for additional information or clarification with respect to submissions and transmit any enquiries raised by members regarding submissions under review;
6. Maintain permanent and secure record of all minutes, recommendations and case presentations reviewed by PRC;
7. Compile statistics on the workload, activities and other matters pertaining to the PRC’s functioning.

2. Prepare organisational initiatives and identify continuous improvement opportunities for the procurement processes for productivity, compliance, digitalisation, paperless workflow and staff-wellbeing. Enhance services to all organs of the Court including Country Offices, the Trust Fund for Victims (TFV) and the Victims and Witnesses Section (VWS);

3. Act as Key-user for the SAP (ERP) Procurement module, Contract Scheduling, Vendor registration category management and Procurement digital record management (RM);

4. Conduct strategies, tenders, analyse proposals and select vendors for larger or complex procurement;

5. Provide procurement advice to requisitioners and procurement assistants, provide presentations on the procurement process to the induction course for all new employees and to PRC members.

6. Perform other duties as assigned.

Essential Qualifications

Education:

An advanced university degree in business administration, public administration, commerce, audit, procurement, law, or related field is required.  A first-level university degree in combination with two additional years of qualifying experience is accepted in lieu of the advanced university degree.

Experience:

• A minimum of two years (four years with a first level university degree) of progressively responsible experience in procurement, contract management, administration or related area is required. Previous experience with procurement within the United Nations is highly desirable.
• Experience with SAP as enterprise resource planning (ERP) system is an advantage.

Knowledge, Skills and Abilities:

• Knowledge and understanding of procurement policies, practices and procedures.  
• Knowledge of internationally  recognized  procurement  standards  and  understanding  of  procurement techniques and practices used in the public and private sector;
• Knowledge of market trends and sources of supply and equipment and of  procurement/contract  execution  and  administration;
• Good planning and organising skills;
• Ability to properly manage confidential information in both English and French;
• Ability to conduct  research  and  analyse  data  and  information  to  develop recommendations on procurement contracts awards in both English and French;
• Ability to administrate and handle complex and voluminous amounts of information and evidence in both English and French;
• Flexibility and adaptability to changing environment and plans;
• Ability to work effectively in a multi-cultural and multi-disciplinary environment in a non-discriminatory manner, with respect for diversity;
• High standards of professional and personal integrity.

Knowledge of Languages:

Proficiency in one of the working languages of the Court, English or French, and working level in the other is required.  Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) or Dutch would be considered an asset.