Contract Information

The first year of contract will be probationary with the possibility of further extension subject to satisfactory performance. This post is limited to local status* only. *Local status requires applicants to have unhindered permission to live and work in the UK

Salary Information

Approximately £43,480 net per annum, (subject to deductions), free of income tax in the UK. Excellent benefits including medical insurance and UN pension scheme

Purpose

Under the direct supervision of Procurement Officer and the overall supervision of the Chief, Central Support Services, the incumbent will provide support in execution of transparent and efficient procurement services and processes in IMO, and perform duties related to planning, implementation and monitoring of procurement related activities. The Procurement Associate works in close collaboration with various divisions in IMO, as well as with vendors and external counterparts, to successfully deliver procurement services, and provide support to complex procurement issues

Duties and Responsibilities

1. Assist in the administration the procurement planning process: requesting the submission of procurement plan from divisions, co-ordinate and provide advice to the project teams in the preparation of procurement plan, follow-up timely and duly submission of procurement plans, and monitor and report on its implementation.2. Implement procurement actions: review of purchase requisitions, review and analyse specifications to ensure completeness, accuracy and competitive qualities, and identify optional courses of action, including the creation and submission of purchase orders to suppliers.3. Finalize purchase orders and contracts for approval by the Procurement Officer and approved purchase orders up to the authorized threshold. Follow-up on pending procurement matters, as necessary.4. Contribute to the development of pricing structures and commercial evaluation models that allow for transparency in costs and effective competition.5. Draft the procurement solicitation documentation and issuance of RFQ, ITB, RFP or other tender documents as required for review, and ensuring their conformity with IMO approved templates.6. Provide guidance to customers on established procurement procedures, and if needed, general advice on drafting of terms of reference, evaluation criteria, etc.7. Provide support in the technical evaluation of bids or proposals received, and recommendations to ensure that the process is in accordance with the pre-established technical evaluation criteria.8. Participate in the commercial evaluation of bids/proposals as per pre-defined evaluation criteria and draft the recommendation for an award, and submission of cases to Committee on Contracts (CoC) for the review of the Procurement Officer.9. Maintain and update the Vetted Vendor Database and ensure that Vendor Performance Reports are regularly completed. Identify potential new vendors through market research and initiate vetting procedure.10. Support the Procurement Officer in the maintenance of the Contracts Management Database and alert stakeholders when action for renewal, or re-tendering needs to be taken.11. Maintain procurement files (both paper and electronic) and databases for work unit to ensure that a complete audit trail is maintained for all procurement transaction.12. Support the Procurement Officer in conducting investigation of the initial findings issued by External Auditors and draft responses to the audit observations for the review of the Procurement Officer. 13. Organize and facilitate the delivery of training and learning initiatives for personnel on procurement. 14. Identify areas of enhancement in procurement processes, and manage the implementation of proper monitoring systems, mechanisms and controls for procurement processes, including the synthesisation of lessons learned and best practices in procurement.15. Contribute to the year-end closure process by issuing memo to all for the review of open purchase orders, effecting closing of purchase orders and review further remaining open purchase order; reminding respective requisitioners to take necessary action and performing other year-end closure tasks.16. Generate and review regular procurement status reports and purchase orders for appropriate and timely action.17. Assist in the asset management function by monitoring the work to ensure that assets are captured timely and completely; recorded in the Hardcat system accurately; assigned asset code and tagged; updated for their movements.18. Coordinate and provide guidance in the annual asset physical verification exercise undertaken by IMO Security and by the Asset Management Assistant.Review the Core Module report (database) for accuracy and completeness to support the Report of Asset at the end of every year by Asset Category, Status and Last Audit Date (physical inventory) for further review by the Procurement Officer/Chief, CSS before submission to the External Auditor.Consult with Hardcat system provider for any unresolved or outstanding issues or matters relating to the Hardcat system, scanning machine and asset tags. 19. Perform other duties, as assigned by the Procurement Officer, including providing cover for staff during absences

Required Competencies

1. Ability to prioritise and organize tasks, manage time efficiently to meet deadlines, to adapt to a broad range of tasks and work under pressure at short notice and balance competing interests to create value for all stakeholders.2. High degree of initiative, accuracy and attention to detail, ability to work quickly and effectively with minimal supervision.3. Strong analytical and investigative skills, as well as drafting skills.4. Ability to interact harmoniously with staff at all levels and to work effectively in a team, within an international environment, and with external stakeholders.5. Ability to maintain confidentiality and to deal tactfully in all situations and interactions.6. Ability to liaise and engage with external suppliers, covering solicitation and commercial evaluations

Experience

At least 7 years of relevant procurement experience is essential. Experience in an international organization or within the United Nations common system would be an asset. Knowledge and experience in the use of SAP or other Enterprise Resource Planning (ERP) platforms, and in particular, procurement systems would be an asset. Experience in the use of computers and office software packages (MS Word, Excel, etc.) is essential

Education

Secondary education to university entrance standard is essential. CIPS Level 2 or any equivalent procurement certification is essential. Qualification in administration, chain supply, or relevant fields would be an asset

Language Skills

Proficiency in English (oral and written) is essential. Working knowledge of any other official UN language would be an asset

Others

Strong knowledge and understanding of supplier research and market analysis would be an asset. Knowledge of sourcing concepts, principles and methods, and ability to apply this to practical situations would be an asset