Associate Procurement Officer, Arusha, Tanzania

Job Title

ASSOCIATE PROCUREMENT OFFICER, P2

Department/ Office

International Residual Mechanism for Criminal Tribunals

Duty Station

ARUSHA

Posting Period

17 February 2014-19 March 2014

Job Opening number

14-PRO-RMT-33406-R-ARUSHA (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organizational Setting and Reporting

This position is located in the Administrative Section of the Registry of the Mechanism for International Criminal Tribunals (MICT), Arusha. The incumbent will work under the general supervision of the Registry Officer in Charge, Arusha.

Responsibilities

Under the supervision of the Registry Officer in Charge, the incumbent is responsible for managing the procurement activities for the Arusha branch of the MICT as well as supporting the procurement activities of the Hague branch. The incumbent will manage the entire procurement process, including assisting staff in preparing technical specifications, solicitation of bids/proposals/quotations, preparation of procurement documentation for review and preparation of contracts/purchase orders. The Associate Procurement Officer will assist staff in matters regarding procurement policies and procedures, pricing and product/service availability, as well as identifying appropriate substitutes or alternative options to reduce costs. The incumbent's major duties and responsibilities shall encompass the following:

In co-ordination with the Hague branch, co-ordinates the work carried out at the Arusha branch; provides programmatic and substantive reviews of drafts prepared by others. Guides, develops and trains staff under his/her supervision. Provides guidance to, and may supervise, new/junior staff.

Plans procurement actions for assigned projects, which typically involve the procurement of a select group of technically complex commodities or services, or for a variety of goods and services of a general nature.

Reviews and analyzes technical specifications to ensure completeness, accuracy and competitive qualities, and identifies optional courses of action.

Assists staff in matters regarding procurement policies and procedures, technical specifications, pricing and product/service availability, as well as appropriate substitutes or alternative options to reduce costs.

Advises requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.

Develops vendor pre-qualifying criteria, identifies product sources and evaluates vendor performance as regards quality, prices, delivery, equipment, etc.

Solicits and evaluates bids/proposals/quotations to ensure overall competitiveness, quality, and conformity to specified requirements.

Compiles and presents procurement data; prepares all relevant supporting documents and recommends approval of the contract or purchase order; may authorize purchases in line with delegated authority, and, in cases where the amount exceeds authorized signature authority, prepares submissions to the Contracts Committee for review and subsequent approval by the authorized official.

Coordinates timely delivery of goods and services.

Establishes and maintains work program and schedule for ongoing contracts and newly-planned ones.

Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.

Participates in negotiations with senior supplier representatives; signs procurement orders up to the authorized limit, and, in cases where the amount exceeds authorized signature authority, prepares submissions to the Contracts Committee for review and subsequent approval by the authorized official.

Participates in the market and supplier research.

Prepares a variety of reports, correspondence, and documents (e.g. purchase orders, contracts and amendments) on procurement-related matters.

Performs other duties as assigned.

Competencies

Professionalism: Knowledge of internationally recognized procurement standards and understanding of procurement techniques and practices used in the private sector. Knowledge of market trends and sources of supply and equipment and of procurement/contract execution and administration. Knowledge and understanding of internal procurement policies, practices and procedures. Ability to conduct research and analyze data and information to develop recommendations on procurement contracts awards. Ability to clarify and agree on terms of contracts and/or specification requirements and to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff.

Education

A first-level university degree in business administration, public administration, commerce, engineering, law or a related field.

Work Experience

A minimum of two years of progressively responsible experience in procurement, contract management, administration or related area.

Languages

The working languages of the UN are English and French. For this post, fluency in English is required. Working knowledge of French is desirable. Knowledge of another UN official language or Kiswahili is an advantage.

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