ORGANIZATIONAL SETTING AND The POSITION
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 fulfill its mission. This also encompasses the optimization of IDLO’s internal policies, processes, and extends to its organizational planning, target-setting, and performance measurement.
The Department plays a key role in creating and implementing IDLO’s vision of a networked organization, incorporating the principles of matrix management and promoting an environment of shared resources. The Department is an essential enabler to support cross-functional teams to coalesce around initiatives and projects.
The FSSD will regularly design and implement change initiatives to effectively respond to a rapidly evolving environment and will play a leadership role in guiding the organization through significant growth and reform.
Under the direct supervision of the Finance and Support Services Director, the Global Lead Procurement Services will be responsible for, but not necessarily limited to, the following duties:
- Lead all IDLO procurement related activities in a manner that ensures fitness for purpose as well as the best value for money, working collaboratively with requesting offices to decide, plan and manage the end to end procurement process, whilst following IDLO rules, procedures and regulations;
- Oversee all procurement transactions and report to senior management with trends and recommendations.
- ;Keep abreast of all donor procurement policies and to ensure compliance in IDLO with agreed terms.
- Ensure IDLO procurement policy is constantly reviewed against best practice and to recommend changes when appropriate.
- Provide expertise and advice on procurement issues, including, for example, advice on evaluation methods, preparing technical specifications or negotiations strategies;
- ;Act as a focal point for all HQs and Offices procurement; and to support other IDLO project offices /departments where and as necessary;
- Carry out market research to keep up to date with significant market developments including sources of supply, new products and technologies. Identify and interview potential suppliers;
- Plan and coordinate all activities related to the tender process, and to liaise with the relevant IDLO bodies to finalize the process in a cost-effective manner;
- Produce all relevant tender documentation based on the nature of the requirements and cost of procurement involved;
- Oversee and support the bid evaluation and contract award process. Provide advice to requesting offices on offer evaluation. Assist with preparation of offer abstracts to determine which supplier can deliver the required goods/services most effectively;
- Develop and prepare standard technical and legal contracts in conjunction with the office of the General Counsel;
- Liaise with the requester of the goods/services to ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries;
- Maintain relevant internal databases and files; keep track of any contractual agreements and assist users with contractual rights and obligations;
- Maintain data integrity in the database, control program, analyze results and initiate corrective actions when necessary;
- Manage negotiations with interested parties, including contract disputes and claims;
- Prepare reports and management presentations on procurement activity and decisions, as required;
- Supervise procurement staff, as required;
- Support the IDLO FSS Director to represent the organization both internally and externally on procurement related issues; and
- To Perform other related duties as requested by their supervisor.
I**deal Candidate Profile**
Education and Professional Requirements
- Minimum of a graduate degree in any of the fields of: Accounting /Business Finance /Law/Purchasing /Supply Chain Management or relevant field.
- Minimum of 8 (eight) years of professional experience in procurement, preferably in an international setting (UN, IGO, international NGO).
- Experience of the nongovernmental and not for profit areas would be an advantage.
- Demonstrated experience and oversight of procurement in multicultural settings and with remote teams, including supply management, budget tracking, vendor relationships and Report writing.
- Excellent spoken and written English is required. Additional language/s would be highly desirable.
Specific Knowledge / Skills / Competencies
- Solid experience in / deep understanding of supply management, budget tracking, vendor relationships and report writing skills;
- Demonstrated ability to effectively use computer and Microsoft Office programs;
- Knowledge of standard industry procurement software and database is desirable;
- Proven people management experience;
- Good team player, positive attitude, flexible, open minded, comfortable working in multicultural settings;
- Self-motivated, hands-on and solution oriented professional, able to function effectively in a rapidly changing and dynamic work environment;
- Strong client service ethics and ability to effectively solve problems with regards to procurement challenges and other relevant issues that may arise;
- Articulate and who can relate to people at all levels and possesses excellent communication skills;
- Keen sense of ethics, integrity and commitment to IDLO's mandate.
TERMS AND CONDITIONS
For this internationally professional recruited position, IDLO shall offer the selected candidate a Fixed Term Contract of 36 months, with possibility of extension subject to performance and availability of funding.
IDLO shall also offer a yearly basic salary of Euro 64,000 up to a level commensurate with experience and qualifications, and a benefits package including provident fund contribution, medical insurance, leave entitlements including home leave 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 a 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.
DISCLAIMER AND CLOSING DATE
IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome and encourage diverse applications.
The above statements are intended to describe the general nature and level of the work being performed by the staff member assigned to this work. This is not 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.
Application deadline is 14 February 2020 (23:59hrs Rome Time).