Regional Procurement Associate

  • Added Date: Friday, 18 September 2020
  • Deadline Date: Friday, 02 October 2020

This vacancy is open to local nationals, permanent residents or those residents with a valid residency/ working permit of the duty station.

The International Development Law Organisation (IDLO) works to reform laws and strengthen institutions and the rule of law in order to promote peace, justice, sustainable development and economic opportunity. We contribute to the stability of societies so that every person can live in freedom, dignity and the rule of law.

To learn more about IDLO, visit our website www.idlo.int or follow us on Twitter @IDLO

Organizational Context

The Finance and Support Services Department (FSSD) provides effective delivery of IDLOโ€™s finance, reporting, procurement, and information & communication technology to help deliver IDLOโ€™s activities, thereby contributing to IDLOโ€™s ability to strategically fulfill its mission. This also encompasses the optimization of IDLOโ€™s internal policies, processes, and extends to its organizational planning, target-setting, and performance measurement.

The Regional Procurement Associate reports to the Regional Operations Manager with a dotted functional line to the Global Procurement Lead in IDLO Headquarters.

The Regional Procurement Associate will closely work with the program teams to identify the procurement needs of the Sahel region and implement the necessary procurement steps in line with IDLO procurement policies and procedures. S/he will also support the region to enhance the capacity of the procurement team and the program teams to improve the overall procurement management, from identification of needs to delivery of goods or services.

Summary of Functions:

1.Procurement Strategy Implementation

Oversee the implementation of IDLOโ€™s procurement policy in the region and provide strategic and technical guidance to stakeholders during all phases of the procurement cycle including planning, definition of the procurement strategy, vendor performance and contract management

Understand the needs of the region and ensure procurement activities address these needs

Maintain an end to end tracking tool for all essential procurement requests and status

Keep colleagues accountable ensuring that requirements/specifications comply with IDLO procurement standards

Provide innovative solutions to ad hoc business needs while ensuring compliance and integrity

  1. Central point of contact by all stakeholders for guidance, support, and training on all procurement matters.

Provide advice, information and guidance to colleagues on all procurement matters including contracting suppliers of goods and services, procurement tools and techniques

Ensure compliance through continuous monitoring and stakeholder engagement.

Provide the Regional Manager Sahel, Regional Operations Manager, Regional Finance Manager, and other stakeholders with inputs and suggestions to assist them in developing policy and procedures for vendor registration, reviewing the existing vendor evaluation criteria for registration and proposing alternative methods, if appropriate.

Provide guidance in the Sahel Country Offices on industry standards, including down payments, cancellations, framework agreements, comparative perspective with other large intergovernmental organizations (UN, World Bank, etc.).

Upon request of the country offices, organize procurement processes in compliance with IDLO procurement policies.

  1. Supplier and Contract Management

Develop and maintain a roster of suppliers and develop a system record the suppliersโ€™ evaluation after the delivery of the service.

Perform quarterly supplier surveys and communicate findings including periodic reviews of SLAs to ensure service levels are updated in line with evolving business requirements

Carry our negotiations on behalf of IDLO and ensure transparent, fair and logical evaluation of bids to ensure value for money

Manage procurement contracts for country offices by maintaining a centralized filling system

Maintain an electronic database/lists of all vendor and supplier information

  1. Risk Management

Identifies, assesses, and manages procurement risks throughout the procurement life-cycle.

Engages with stakeholders to manage potential risks

Manage audit recommendations and ensure incorporation of agreed actions relating to procurement tasks to ensure non-occurrence of previous audit queries for subsequent audits. Ensure findings are communicated to the Regional Manager and Regional Operations Manager

  1. People Management

Identify, discuss and agree clear performance objectives with direct reports and monitor these in line with IDLOs performance management cycle. Identify and proactively resolve any areas of underperformance

Perform line management duties of the team

Perform other similar duties as requested by the Supervisor.

V. Knowledge, Skills and Abilities

Sound understanding of procurement principles and practices

Good contract law knowledge and expertise in managing complex contract issues

Demonstratable negotiation and contract management skills

Excellent analytical skills and ability to conduct independent research, identifying issues, formulating options and making conclusions and recommendations.

Excellent written and verbal communication skills with all levels of seniority, both internally and externally;

Ability to engage with stakeholders through collaborations, leading and influencing business decisions.

Demonstrable people management skills including managing performance from direct reports

Demonstrated ability to work proactively and independently, as well as in a team environment;

Proven ability to analyze potential risks, promote risk awareness, and hold others to account for their practices.

Sharing knowledge across the organization and building a culture of knowledge sharing and learning;

Strong interpersonal skills and able to deal with people in a multi-cultural environment;

Willingness to undertake periodic travel to other office locations in high-risk areas;

Demonstrated ability to promote ethics and integrity

VI. Recruitment qualifications

Experience: At least 5 years of procurement, contract management, and contract administration experience in public or international organizations.

Proven experience in process management and capacity building on procurement.

Education: University Degree in Business / Public Administration or related field. Specialized training in procurement is an asset.

Professional qualification in procurement

Language Requirements: Excellent spoken and written knowledge both in French and English is required.

TERMS AND CONDITIONS

IDLO shall offer the selected candidate a local affiliate contract for 12 months, with possibility of extension subject to performance and availability of funding.

This vacancy is open to local nationals, permanent residents or those residents with a valid residency/ working permit of the duty station.

The selected candidate is expected to start as soon as possible.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome and encourage diverse applications

DISCLAIMER

The above statements are intended to describe the general nature and level of the work being performed by the Contractor assigned to this work. This may not be an exhaustive list of all duties and responsibilities.

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organizational needs as necessary.

In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.

This vacancy is archived.

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