WIPO

Position title:

Procurement Officer

Level (Grade)

P.3

CCOG

1556
1.A.09

Duty Station

Geneva

Date for entry on duty

As soon as possible after closing date

Duration of appointment

Fixed-term contract for two years, with possibility of extension

Organizational unit:

Procurement and Contracts Division
General Affairs and Administration Sector

Principal duties

Under the supervision of the Director of the Division, the incumbent has the following principal duties:

(a) collaborates with various WIPO organizational units in formulating procurement plans and strategies, customizing or adapting tender documents templates, identifying suitable procurement approaches, and analyzing and evaluating various factors affecting cost, technical specifications, implementation schedules and methodology in the management and maintenance of goods and services acquired by WIPO; provides technical and administrative advice on the procedures and documentation for solicitation of offers in accordance with applicable WIPO procurement rules and the WIPO Financial Regulations and Rules;

(b) evaluates procurement requests for completeness, technical content and suitability for international competitive bidding in accordance with WIPO procurement rules and procedures; prepares and issues tenders; coordinates with the procurement requisitioners the evaluation of the technical aspects of offers, the inspection of goods and services, and the preliminary and final acceptance documents; participates in the evaluation of the commercial and economic aspects of offers, in particular, the pricing structure and costing, payment conditions, guarantees and liabilities, delivery conditions, quality, price and cost/benefit relations, life-time cycle considerations, feasibility calculations, risk assessment, supplier reliability, penalties on non-performance and delays, insurance and other requirements;

(c) undertakes market research and price analyses, and assists the requisitioning programs in identifying and locating suitable vendors or suppliers, establishing suitable standards for documentation of technical specifications or item descriptions, and specifications of quality and performance requirements; seeks reliable supply sources that could provide the optimal price levels and quantity discounts; promotes the use of the Division’s Vendor Registration System, and checks potential vendors/suppliers against acceptability criteria, including financial stability and risk exposure in accordance with prevailing practice in the organizations of the United Nations system;

(d) evaluates eligibility of potential vendors/suppliers to perform in accordance with the WIPO standard terms and conditions of contract for the purchase of goods and/or the purchase of services, with particular emphasis on reliability, quality of services, and performance; and negotiates the most favorable prices and terms in the interest of the Organization;

(e) assesses feedback from previous procurement cases and assists program managers in performing vendor performance assessments, measures results achieved and disseminates information on good procurement examples for the benefit of other WIPO divisions or departments; initiates corrective action, if necessary, for ongoing procurement cases; and develops approaches for new procurement actions to prevent critical situations from developing;

(f) initiates and follows up cooperation activities with the procurement services of the other organizations of the United Nations system to promote common procurement activities, actively participates in inter-agency teamwork for the preparation, launching and evaluation of common tenders, and monitors and maintains networking arrangements with the procurement services of the other organizations of the United Nations system.

(g) develops and implements new contractual arrangements in order to meet WIPO requirements in accordance with its procurement rules and standard terms and conditions of contracts as well as to prevent unusual or difficult procurement situations from developing; and elaborates and standardizes tender documents to comply with applicable requirements, provisions and conditions.

This vacancy is open to applicants of either sex. Applications from qualified women candidates are encouraged. The conditions governing employment are defined in the Staff Regulations and Staff Rules of WIPO. They follow generally those of the United Nations common system, and include tax-free salary and allowances, five-day week, annual leave of 30 working days, participation in pension scheme and medical benefit scheme. WIPO staff members may be assigned to any activity or office of the Organization.

Qualifications required

(a) University education in business administration, economics, accounting, or legal studies, or equivalent qualifications of a minimum of five years of full-time, hands-on procurement practice with direct responsibilities for tendering and purchasing activities in a United Nations system organization.

(b) At least six years of professional experience, preferably relevant to procurement functions in a United Nations system organization, preferably in headquarters assignment, with constant exposure to procurement activities for administrative services particularly buildings maintenance and operations, organization of meetings and conferences, printing and document management, security, shipping and removal, mailing, cleaning, restaurant services, and supervision of clerical/administrative staff of a procurement office.

(c) At least six years of professional experience, preferably with hands-on experience in drafting, negotiating and administering purchasing contracts, supply agreements, volume purchase agreements, and participating in common UN system procurement projects.

(d) Good knowledge of the various legal and administrative frameworks for procurement and contracts, and familiarity with actual practice in the procurement service of the organizations of the United Nations system would be desirable, especially the areas of contract negotiation and administration, management of the tender process, and application of administrative procedures and techniques in procurement.

(e) Working level knowledge of the sourcing and shipping/delivery requirements of commercial goods and services often used to support
day-to-day operations and functions of the various administrative services of the organizations of the United Nations system.

(f) Experience in undertaking market surveys and pricing studies in both local and international markets; good working familiarity or actual experience with common business norms and practices of vendors and suppliers particularly in the Geneva-France areas would be an advantage.

(g) Proficiency in the use of word processing systems, and ability to use a variety of data processing software (spreadsheet, databases, presentations, etc.) and other IT tools in procurement procedures.

(h) Must be fully proficient in both English and French (oral and written expression), able to work in a multi-lingual and multi-cultural environment, and possess effective client and service orientation.

(i) Ability to work harmoniously with others in a team environment, or to act as team leader.

(j) Must be able to exercise tact, discretion and diplomacy in dealing with requisitioners and other WIPO colleagues, and with external contacts of the Division (e.g., vendor/supplier representatives, agents, etc), and diligence in handling of sensitive and/or confidential information.

Nationality: other qualifications being equal, preference is given to candidates who are nationals of one of the Member States of WIPO and the candidates from regions of the world from which the number of WIPO staff is insufficient.

Age limit: less than age 55 at the date on which the appointment takes effect.

Medical examination: initial appointment is subject to a satisfactory medical examination.

The position is graded at level P.3 and carries at that level net base salary per annum from US$ 56,145 to US$ 75,234 (with dependants) or from US$ 52,408 to US$ 69,943 (without dependants). Appointments from outside the United Nations common system are normally at step 1 of the grade. Salary increments are subject to satisfactory service. Post adjustment, which is subject to change without notice, on initial salary step is, per annum: US$ 53,682 (with dependants) or US$ 50,108 (without dependants). Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations. The Organization reserves the right to make an appointment at a grade lower than that advertised.

Applications: If you wish to apply, you can download the application form from our website address, as indicated below. If you do not have Internet access, you should write to the Human Resources Engagement and Development Section for an application form. Before submitting an application form, please read carefully the Guidelines for Applicants. Applications must be accompanied by a cover letter stating the reasons for applying and relevant experience to the post.

A separate copy of the application form should be submitted for each competition. In all correspondence, please quote the vacancy announcement number indicated above (in this case: P1918).

Application forms, duly completed and accompanied by a photograph, must reach WIPO by the closing date, as indicated above. Address: Please address your application to the Human Resources Engagement and Development Section, WIPO, 34, chemin des Colombettes, 1211 Geneva 20, Switzerland; Tel.: +41 22 338 91 11; Fax: +41 22 338 98 20; e-mail: staff.engagements@wipo.int ; Internet: www.wipo.int