IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
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 provides operational support in the procurement of goods and services, including individual contractor services (ICS) and agency worker assignments. The incumbent ensures the timely and efficient execution of procurement activities, assists in contract administration, and maintains procurement records in compliance with organizational policies and procedures.
c. Reporting Lines
The incumbent works under the supervision of the Procurement Officer (Team Leader).
d. Work Relations
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 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. Assist requesters in defining procurement needs, reviewing Terms of Reference, and selecting appropriate sourcing methods.
b. Manage tender processes following through document preparation, publication, bid opening, and evaluation and prepare all relevant contractual documents.
c. Create, validate, and dispatch purchase orders (POs) issued to suppliers, including individual consultants and agency workers; and create/update POIs in the ERP.
d. Assist in contract negotiations and preparation in coordination with Team Leader and Senior Legal Officer.
e. Monitor contract expiration dates and initiate renewals or extensions in consultation with relevant stakeholders.
f. Monitor supplier performance, ensuring compliance with contracts, service levels, and key performance indicators (KPIs).
g. Address procurement-related issues and escalate as needed.
h. Maintain and update procurement records in ERP and internal databases, ensuring data accuracy and timely submission of relevant reports and contributing to process improvements.
i. Act as an Authorized Officer within delegated authority limits.
j. Perform other related duties as required.
3. Requirements
Education (Essential)
First-level university degree in Procurement, Business Administration, Engineering, Economics, Law, or a related field.
Education (Desirable)
Advanced university degree in Procurement, Business Administration, Law, Engineering, Economics, Law, or a related field.
A diploma in Procurement or Supply Chain would be an asset.
Experience (Essential)
Relevant professional experience in an area related to the role.
Experience (Desirable)
Procurement or workforce-related management experience gained in the public/private sector.
Experience with digital procurement systems, preferably with Procure-To-Pay.
Experience of vendor performance management.
Language (Essential)
Excellent knowledge of written and spoken English.
Language (Desirable)
Knowledge of other official UN languages, particularly French.
Job Related Competencies (Essential)
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.
Ability to apply procurement-related rules, regulations, procedures and practices.
Good organizational, analytical and problem-solving skills.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to rapidly adapt to new software.
4. Organizational Competencies
1. Communicating effectively.
2. Showing team spirit.