Programmes Procurement Specialist At International Development Law Organization

Overview & Responsibilities

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

Primary Functions

Under the direct supervision of the Global Procurement Lead, the Programmes Procurement Specialist is responsible for the following duties.

Provides first-level screening of support requests from IDLO Country Offices in relation to the new solicitation process and Navision procurement module system.
Provides procurement support to Country offices, ensuring adherence to compliance to IDLO’s Procurement Policy and Procedures and consistency of practices across the Organization.
Under the guidance of the Global Procurement Lead (GPL), performs an initial review of the Implementing Partners’ procurement capacity assessments.
Under the guidance of the GPL, undertakes virtual or in-person missions to support Country Offices with procurement planning and strategies.
Coordinates quarterly reviews with Programmes department to identify bottlenecks in the procurement of goods or services for new and ongoing projects.
Provides the GPL with research and/or retrieval of documents when providing advisory services to Country Offices
Revises the procurement submissions to the Procurement Review Committee (PRC).
Generates procurement reports on a quarterly basis or as requested to maintain accurate statistics of procurement activities.
Coordinates the preparation and consolidation of the procurement plans
Supports the development, update, and roll-out of Procurement Guidelines, System, templates, and materials to strengthen internal controls and streamline the procurement process.
Ensures that the IDLO Procurement Website content is maintained and up to date.
Coordinates with cross-functional teams, i.e., ICT, Finance, Human Resources, and others, as necessary for system improvements.
Reviews and analyses procurement processes to identify opportunities for optimization and streamlining in alignment with the Navision procurement module system.
Delivers procurement training and supports the development of related training materials to Country offices in English and French, if possible.
Performs other similar duties within the overall function and level of responsibility as may be assigned by the supervisor.

Job Requirements

Academic qualifications

Advanced University degree in Law, Business Management/Administration, Information Systems Management, Public Administration, Procurement, Supply Chain Management, or similar relevant fields is required.

Work experience

Minimum of five (05) years of relevant experience in procurement-related activities, including at least two years working within an International Organisation or an International NGO.
Demonstrated knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services
Experience in identifying clients’ procurement-related needs and in providing support and guidance from the client’s point of view.
Demonstrated knowledge and expertise in dealing with complex contractual issues, revising and drafting contracts for services, and setting Framework agreements.
Experience in drafting analytical reports concisely in English.
CIPS (level 3) desired

Language

Excellent written and verbal communication skills in English are required. Ability to write clearly and concisely. Knowledge of French and/or Spanish is an advantage.

Specific knowledge, skills, and competencies

Knowledge of procurement-related IT tools and systems, such as Roles, Approval, and Workflow.
Prior experience in working simultaneously across multiple active projects with interconnected teams, diverse needs, and competing deadlines is an advantage.
Advanced Microsoft Office knowledge, e.g., Windows, Word, Excel, and PowerPoint.
Familiar with SharePoint and MS Teams
Experience in online meeting facilitation
Ability to work independently, remotely, and flexibly to deliver the agreed outputs and respond to feedback promptly and professionally.
Ability to work under pressure, dealing with multiple priorities and within short deadlines.
Excellent interpersonal and communication skills.
Keen sense of ethics, integrity, and commitment to IDLO’s mandate.

Terms & Conditions

For this internationally professional recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12months, with possibility of extension subject to performance and availability of funding.

IDLO shall also offer a yearly basic salary of EUR 46, 000 and a benefits package including provident fund contribution, medical insurance, leave entitlements in accordance with IDLO Employee Regulations and Rules. Relocation and installation support are also available for internationally recruited employees.

Salaries and benefits paid by IDLO to employees are exempt from taxation in Italy. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or of any other relevant fiscal jurisdiction.

Applications will be screened on regular basis; a qualified applicant might be recruited before the deadline. In the interest of making most effective use of resources, only the short-listed candidates will be contacted during the selection process.

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

IDLO is committed to achieving 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

The Application Deadline is 17 April2023

DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by the employee/consultant/intern 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 consultancy opportunity to meet business and organizational needs as necessary. All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection.