Title of Assignment: Procurement Consultant

Name of unit/sector: Procurement Section

Place of Assignment: Hybrid, with at least 1 week per month at WIPO Headquarters, Geneva, Switzerland

Expected places of travel (if applicable): Geneva, Switzerland

Expected duration of assignment: An initial 2 months (renewable)

1. Objective of the assignment

The consultant will perform procurement services to support one of the teams within the Procurement Section. As such, the incumbent will provide procurement expertise and assist procurement’s clients and stakeholders to plan, develop, source and manage procurement and individual contractor engagements of mid-range value and limited complexity to effectively meet organizational and business objectives, ensuring compliance with applicable rules and regulations.

2. Duties & Deliverables

1. Assist internal clients on the most appropriate sourcing methodology for goods, services and individual contracts and review and validate Terms of Reference; identify potential suppliers and collect, prepare and check documentation to be provided; promote positive relationships with internal and external clients.

2. Jointly with internal clients, assist to define the sourcing strategy for areas of responsibility and monitor, plan and execute contract renewals, amendments, and terminations.

3. Prepare and publish tender documents; respond to technical and commercial queries and organize opening/evaluation sessions of offers; request pricing details and provide internal clients with an analysis of the commercial aspects of offers received.

4. Participate in tender evaluation teams and/or individual contractor selection panels and coordinate and in preparing submissions to the Contracts Review Committee (as applicable); participate in and/or lead simple contract negotiations and prepare contracts in liaison with Legal Officer where required.

5. Review purchase requisitions raised and ensure content is in line with needs and in compliance with applicable regulations, rules and policies.

6. Create purchase orders ensuring entry of accurate data, submit for certification and dispatch to the respective Services/Departments and/or suppliers; follow-up on purchase orders and address any issues that may arise.

7. Monitor the implementation of open purchase orders and perform other tasks related to Procure- to-Pay processes, including creation and / or update of items, contracts and vendor details in the ERP system.

8. Monitor vendor performance in conjunction with internal clients and in line with key performance indicators and/or service level agreements, address and escalate issues to Team Leader where required.

10. Keep abreast of procurement best practices and make recommendations to the Team Leader (Procurement Officer) for improvements to procurement documentation and processes by proposing sustainable and streamlined solutions; contribute to the establishment of best practices.

11. Maintain in a systematic manner all relevant internal databases providing reliable and accurate information enhancing data quality; provide reports as requested.

12. Act as Authorized Officer of contractual instruments up to the delegated amount in compliance with WIPO rules.

13.  Ensure relevant actions are satisfactorily completed in due time as agreed with the Team Leader (Procurement Officer).

14. Perform other related tasks as requested.

3. Reporting

The consultant will work under the supervision of the Team Leader (Procurement Officer).

4. Profile (e.g. area of specialization/expertise, specific knowledge/skills/experience)

a) Education:
Essential: First-level university degree in Procurement, Business Administration, Public Administration, Commerce, Engineering, Law or a related field.
Desirable: Advanced university degree in Procurement, Business Administration, Engineering, Economics, Law or a related field.
Diploma in Procurement or Supply Chain.

b) Experience:
Essential:
• Relevant professional experience in an area related to the role.

Desirable:
• Procurement experience gained in the public sector and/or at a UN common system organization.
• Experience with computerized procurement systems, preferably with Procure-to-Pay.
• Experience in vendor performance management.

c) Language:
Essential: Excellent knowledge of written and spoken English.
Desirable: Knowledge of French or another UN language (Chinese, Spanish, Russian, Arabic).

d) Job-related competencies
Essential:
• Ability to apply procurement related rules, regulations, procedures and practices.
• Attention to detail;
• Excellent interpersonal skills and ability to establish and maintain good working relationships in a multi-cultural environment with sensitivity and respect for diversity;
• Good organizational, analytical and problem-solving skills, with the ability to effectively prioritize and to meet strict deadlines;
• Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the internet and able to rapidly adapt to new software.

5. Duration of contract, payment and travel

Contract will start as soon as possible for a duration of 2 months with a possibility of an extension.

Applicants are requested to provide an indication of their remuneration expectations in Swiss francs (daily rate). The daily remuneration is inclusive of travel consideration therefore, all related travel cost (including flights, accommodation, food) to/from Geneva are at the contractor’s own expense. Travel schedule is to be agreed with supervisor.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements