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1. Organizational Context
a. Organizational Setting
The post is located in the Procurement Section (PS), Central Services Division (CSD), Administration, Finance and Management Sector (AFMS).
The Section is responsible for the procurement of general supplies, equipment, and professional services provided by private commercial entities, non-profit organizations or by individuals, to support WIPO's various programs. The Section aims to provide responsive, effective, and quality procurement services and business advice, while achieving the best value for money and ensuring a fair, competitive, and transparent process in accordance with sound procurement principles.
b. Purpose Statement
The incumbent supports WIPO’s programs in the process of contracting individuals for services under non-staff contracts as well as in the procurement of goods and services. They assist clients and stakeholders to plan, develop, source and manage procurement activities to effectively facilitate organizational and business objectives, ensuring compliance with WIPO’s Financial Rules and Regulations.
c. Reporting Lines
The incumbent works under the supervision of the Procurement Officer (Team Leader).
d. Reporting Lines
The incumbent works regularly with other staff of the Procurement Section, as well as staff from the Central Services Division. The incumbent will also work with a variety of requesters across the Organization, such as Brands and Designs Sector, News and Media Division, Human Resources Management Department, Regional and National Development Sector, Office of the Director General and External Offices, Diplomatic Engagement and Assemblies Affairs Division, Internal Oversight Division, and IP Office Business Solutions Division.
2. Duties and Responsibilities
The incumbent will perform the following principal duties:
a. Provide guidance and support to internal stakeholders on procurement methods, technical specifications, contracts, and vendor strategies, while addressing client queries, escalating technical challenges, and coordinating with relevant WIPO teams.
b. Plan and review requests for goods and services, including individual contractor services (ICS) and temporary agency services, ensuring they align with WIPO rules and policies and risk management framework.
c. Carry out procurement activities for goods, services, and individual contractor services, check and validate Terms of Reference (ToR), funding information, dates and other details such as applicable consultant remuneration levels.
d. Regularly conduct market research to identify suitable vendors, understand market conditions, and encourage effective competition.
e. Prepare and review procurement documents, such as tenders and contracts, ensuring they are accurate and compliant with organizational standards.
f. Assist in evaluating proposals from vendors, and support in contract negotiations.
g. Prepare, certify and dispatch Purchase Orders based on a complete Purchase Requisition, ensuring entry of accurate data; run regular monitoring reports, review and analyze data making the relevant recommendations.
h. Run and analyze regular reports on procurement data and contract status, making recommendations and managing contract life cycles in the organization's IT systems. Ensure all procurement-related data, including purchase requisitions, contracts, and purchase orders, is accurate and up to date.
i. Identify and implement system improvements based on operational needs, and periodically update procurement policies to incorporate lessons learned and best practices.
j. Act as the authorized officer within the delegated authority.
k. Perform other related duties as required.
3. Requirements
Education (Essential)
First-level university degree in business administration, finance, procurement or related discipline.
Experience (Essential)
At least three years’ relevant professional experience in procurement or HR talent acquisition.
Experience with computerized procurement systems, preferably ERP Procure-To-Pay module.
Experience (Desirable)
Experience with e-tendering systems.
Experience with recruitment ERP, platforms and job sites, such as Oracle Taleo and LinkedIn.
Experience using enterprise content management systems (ECM) and/or SharePoint.
Experience using Tableau for reporting.
Language (Essential)
Excellent knowledge of written and spoken English.
Language (Desirable)
Good knowledge of French or another UN official language.
Job Related Competencies (Essential)
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet and the ability to rapidly adapt to new software.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Knowledge of procurement principles.
Client service orientation.
Ability to apply procurement-related administrative rules, regulations and practices.
Excellent analytical and problem-solving skills.
Job Related Competencies (Desirable)
Negotiation skills.