Project Procurement Officer (P-3)

VA ID: 2104 Grade Level: P-3 Division: Division of Administration Section: Procurement Section Unit: Type of Appointment: Short Term Appointment Date of Issuance: 03 September 2024 Deadline for Applications: 17 September 2024 Vacancy Reference: VASTALEG-2104-2024 Reporting Date: As soon as possible

Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.

Qualified female applicants and persons with disabilities are encouraged to apply.

A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.

*Applicants encountering problems with the recruitment platform due to their location should contact jobs@ctbto.org and provide details of the error message received.

Organizational Background

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

This position is located in the Procurement Section (PR), Division of Administration (ADM).

Reporting Lines

Under the overall supervision of the Chief, Procurement Services Section, to:

Duties and Responsibilities

1. Act as the procurement focal point within the PCA (post certification activities) Project Team for PCA Contract Review and Management Tool Development;
2. Review and analyse existing PCA contracts. Collect the actual information on the status of every IMS station contract. Create and maintain related log of templates used in each contract and record and keep-up-to-date the procurement contact details of all PCA contracts;
3. Identify IMS stations that have been upgraded/recapitalized or that are planned to be upgraded/recapitalized to identify any associated changes in the PCA contracts that may be needed.
4. Collaborate with station operators to compile required contract documentation and propose a draft timeline for contract updates. Visit the IMS stations, as needed, to assess contract implementation and facilitate any required amendments and standardization of templates;
5. Create and /or update a digital database of the PCA contracts, ensuring it includes chronological history of contract establishment, amendments, and extensions;
6. Review PCA guidelines and related procurement and contract templates. Prepare related draft gap analysis and propose improvements, including draft roles and responsibilities, guidelines/standard operating procedures for budget analysis and procurement negotiations.
7. Provide recommendations on future documentation management mechanisms for PCA contracts.
8. Contribute to the collection of raw data, concept design, and drafting of terms of reference for the development of the PCA Management Tool (PCAMT). Prepare related procurement documents and support the procurement process, including during the roll-out and acceptance testing of the PCAMT prototype.
9. Perform other duties, as assigned.

   Education

   • University degree in public or business administration, commerce, law, economics or a related field.

     Work Experience and Qualifications

     • At least five (5) years of relevant working experience in procurement, contract management or a related field, part of which should have been in an international environment and/or an organization of a sector of goods and/or services related to the Commission's work or mandate;
     • An internationally recognized procurement qualification, such as UNDP or CIPS (certificate in Purchasing and Supplying) Level 2 or equivalent is required;
     • Proficiency in using Enterprise Resource Planning (ERP) system, preferably SAP, is required;
     • Demonstrated ability to manage multiple tasks and issues independently, prioritize effectively, and achieve results within agreed objectives and deadlines;
     • Strong communication skills, particularly in a multicultural environment, are essential;
     • Track record of actively contributing to team success, supporting team decisions, and building creative, productive teamwork and partnerships internally and externally is essential;
     • Ability to adapt to changing environments and identifying opportunities for improvement to current practices, processes and systems;
     • Ability to identify and propose solutions to challenges by taking calculated risks;
     • Strong analytical skills, with the ability to identify critical elements, assess consequences of different courses of action, and draw logical conclusions is essential.

       Languages

       • Excellent written and oral communication skills in English are essential;
       • Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable.

         Competencies

         • Professionalism - 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;
         • Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
         • Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; 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;
         • Team work - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
         • Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
         • Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches;
         • Client orientation - Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients;
         • Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
         • Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

           Remuneration

           CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.

           Short Term Appointments shall initially be made under a contract for a period not to exceed 364 days, subject to the successful completion of the probation period set forth in the Letter of Appointment.

           Additional Information

           • All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
           • Incomplete applications and submission of employment history in formats other than the CTBTO Employment Information Form will not be considered.
           • The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
           • Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
           • The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
           • Candidates under serious consideration for selection will be subject to a reference-checking process.