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Associate Procurement Officer

Vienna

  • Organization: ICMPD - International Centre for Migration Policy Development
  • Location: Vienna
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Procurement
  • Closing Date: Closed

Vacancy Announcement VA19P098V01 Associate Procurement Officer

Posting Date: 17 July 2019

Deadline for Applications: 17 August 2019

Duty Station: Vienna, Austria st

Start Date: 1 October 2019

Contract Duration: 24 months (with possibility of extension)

Type of Post: International Organisational Overview:

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 17 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

The Procurement Team is part of Corporate Resources Management (CRM) and works in close collaboration with members of the CRM Team and with the Project Teams. The position is located at the ICMPD headquarters inVienna, Austria. The incumbentwill be partof theProcurementTeam and will work under the direct supervision of the Procurement Manager.

Job Description:

The Associate Procurement Officer supports procurement processes and activities in compliance with ICMPD’s regulatory framework and established procurement processes and procedures as well as relevant donor rules and regulations.

The Associate Procurement Officer supports planning, coordination and implementation of procurement activities at all stages of procurement process.

The Associate Procurement Officer supports the timely and accurate preparation of draft tender dossier. S/he prepares the drafts of tender documents, supports tender and evaluation processes. The Associate Procurement Officer works under the direct supervision of the Procurement Manager/Officer, and in close collaboration with Projects Teams, CRM Team and staff across the Organisation.

Tasks and Responsibilities:

1. Support Planning of Procurement Processes and Activities:

Under supervision of the Procurement Officer and/or Manager, participate in procurement processes related to procurement of goods, services and works ensuring compliance with ICMPD procurement policies, rules and procedures and with applicable donor rules and procedures such as with the EU Procurement rules and regulations;

Support the development of standards and criteria for the selection of suppliers, service providers and grantees in context of procurement processes;

1 Support project teams on the contract management phase;

Update and maintain suppliers’ databases.

2. Support Implementation of Procurement Processes and Activities:

Contribute to high-quality and timeliness of all procurement process related documents and communications. Ensure safe-guarding of documents during procurement processes; Participate in the elaboration of technical specifications, Terms of reference, Requests for Quotations, Quotation Protocols;

Support the drafting of tender documents and ensure solicitation through appropriate channels;

Actasapointofcontactforcommunicationsandinformationduringprocurementprocedures. Participate and organise pre-bidding meetings as necessary;

Act as the secretary of evaluation committees meetings;

Support all aspects of the evaluation process such as preliminary examination of bids, preparation of the evaluation table. Draft the evaluation report;

Support all phases of negotiations with concerned parties for a successful conclusion of the contract;

Supportthedraftingofawardletters,alltypesofcontractsandensurescollectionofnecessary signatures;

Support Project Team in contract management by preparing contract management plans, convening contract initiation/ monitoring meetings with project team and the Contractor; 3. Procurement Training Activities:

Contribute to the preparation of Procurement Training modules;

Support the organization of procurement trainings for internal stakeholders. 4. Administrative Tasks:

Receive,reviewandrouteprocurementqueries.Whennecessary,seekadviceonprocurement cases or escalate to his/her supervisor as appropriate;

Provide support to the Procurement Officer/Manager on low to medium risk Procurement Processes and Activities;

Create,maintainand update procurementfoldersaccording to theprocurementfiling system, for audit purposes;

Collect, compile and organise background materials, documents and other materials for meetings;

Collect and control procurement staff/experts timesheets;

Other duties as assigned by the Procurement Officer/Manager.

Key Results:

Procurement activities implemented promptly, accurately and efficiently. Procurement processes implemented according to procurement plans and in line with ICMPD and donor rules and procedures;

Procurement documentation maintained and safeguarded and filing system maintained accurately;

Project-level(lowandmedium)contractmanagementprocessesmonitoredandsupportedfor a timely implementation.

2Incumbent Profile:

A minimum of 1 year of relevant experience procurement and supply chain management at the International Organizations level. Demonstrated work experience in EU Procurement Projects is an asset;

KnowledgeofEUpublicprocurementandfinancialrulesandregulationsincludingpreparation, opening and evaluation of EU public procurement procedures;

Knowledge of SAP or other resource management programmes would be an asset; Publicprocurementcertificationfrom aninternationallyrecognisedprovidersuchasCIPSisan asset (level 2);

Good organisational skills with attention to detail and accuracy; Experience in managing conflict priorities and working with tight deadlines; Strong teamwork and interpersonal skills;

Adaptability and flexibility;

Excellent command of standard MS-office software.

Corporate Qualifications:

Work experience in an international context;

Proficiency in MS Office (Word, Excel, Outlook);

Excellent spoken and written English. French and/or Arabic is an advantage; First level University degree in Business Administration, Law, Procurement and Purchasing, Supply Chain Management, Public Administration, Finance or closely related field. Compensation:

ICMPD offers an attractive compensation package. This position is classified at IP1 Grade, with an annual net-base salary starting at EUR 35.484,00. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances.

Application Procedure:

Interested candidates are requested to submit their application in English through the ICMPD online

recruitment system at http://www.icmpd.org/work-with-us/current-vacancies by midnight (CET) of theclosingdatespecifiedabove.Forthispurpose,candidateswillfirstneedto registerwiththeICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies. Please note that in thecourse oftheonline application, themotivation letter andpersonal CVmust be uploaded in the EuropeAid format in English. The template is available for download at https://www.icmpd.org/work-with-us/.

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post, will not be considered.

Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview.

In the event of a technical issue with your application, please email recruitment@icmpd.org. General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. This position may entail frequent travel to high risk areas at short notice for the execution of the tasks and duties, which may warrant adherence to security protocols, and/or health procedures. 3

This vacancy is now closed.
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