Title of Assignment: Procurement Consultant

Name of unit/sector: Individual and Agency Services (IAS) Team, Procurement and Travel Division (PTD), Administration, Finance and Management Sector

Place of Assignment: Onsite Geneva (WIPO HQ)/part time remote accepted

Expected duration of assignment: December 1, 2023 to April 30, 2024, with the possibility of an extension until August 31, 2024

1. Objective of the assignment and organizational setting

This opportunity arises in the context of covering paternity leave in the PTD/IAS Team. The duration of the assignment will be from December 1, 2023 until April 30, 2024. The position is located in the Individual and Agency Services (IAS) Team, Procurement and Travel Division, Administration, Finance and Management Sector. The Division 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.

The Division is responsible for the procurement of general supplies, equipment, furniture, consumables and professional services provided by private commercial entities, for carrying out tendering processes and the establishment and administration of contractual agreements as well as for the purchase of goods and/or services to support WIPO’s various programs in Geneva and in WIPO Member States. The Division also handles all travel administration for WIPO staff members and third-party travelers.

The incumbent heads the IAS Team and supports WIPO’s programs in the process of contracting individuals for services on non-staff contracts; s/he reviews, assesses and certifies transactions for those services to ensure compliance with WIPO’s Financial Rules and Regulations and other applicable rules, regulations and policies.

2. Deliverables/services

The incumbent will perform the following principal duties:

a. Advise programs on the choice of the most appropriate selection process, contract type, platform for publication of ICS opportunities and outreach strategy; establish a procurement strategy tailor made for business partners; organize and participle actively in selection panels;

b. Monitor contracts and contractor performance and consult with contractors and/or user departments to implement corrective action when required;

c. Analyze technical and functional requirements in view of implementing new system-related process enhancements; manage projects related to such process enhancements;

d. Act as classification focal point for all agency worker assignments; perform classification of such assignments and liaise with HR Talent Management Service when needed;

e. Advise requesters and support staff on relevant processes, procedures and work practices and respond to user queries; escalate to and liaise with the technical support team (AIMS Support) in case of technical issues;

f. Supervise administrative staff, determine priorities, ensure completion, timely and quality delivery of work products; recruit and train ad-hoc temporary resources when necessary; delegate authority to administrative staff when required; Keep up-to-date with changes and developments that may affect ICS and agency services-related processes, regularly assess their effectiveness and efficiency and make recommendations for improvement; undertake research on availability of services to be contracted and identify potential supply sources; review, update and modify user documentation and contribute to the development and formulation of best practice; develop communication material and train staff on new processes;

g. Propose amendments to existing policies in line with recommendations from internal auditors and internal stakeholders, with a view to adapt the regulatory framework to business requirement, and taking into consideration WIPO accepted level of risk;

h. Carry out statistical analysis and develop reports in support of forecasting future organizational ICS and agency services-related needs;

i. Review purchase requisitions for individual contractor services (ICS) and agency services and ensure that documentation has been submitted in compliance with applicable rules, regulations and policies; check and validate Terms of Reference (ToR), funding information, dates and other details pertaining to purchase requisitions as well as proposed remuneration levels; contact requesters in case of and follow-up on irregularities;

j. Create contracts and approve purchase requisitions; modify, close or cancel purchase orders and assist with end-of-year activities related to ICS and agency services; ensure vendor database is kept up to date;

k. Accredit proposed contractors and perform additional activities related to the accreditation process where needed;

l. Ensure that relevant documentation related to ICS and agency worker files is accurate and up-to-date; keep an electronic register of all ICS contracts issued by the Organization; ensure that master data in relation to persons of interest (POIs) is maintained and up-to-date at all times;

m. Perform other related duties as required.
3. Reporting 

The incumbent works under the supervision of the Director of the Division.

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

Education (Essential)

First-level university degree in business administration, finance, procurement or related discipline.

Education (Desirable)

Advanced university degree in a relevant 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 recruitment platforms and job sites such as Oracle Taleo and LinkedIn.

Experience using enterprise content management systems (ECM).

Experience using Tableau for reporting.

Experience in supervising a small team.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Good knowledge of French or Spanish.

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 basic business and procurement principles.

Ability to apply procurement-related administrative rules, regulations, and practices.

Excellent analytical and problem-solving skills.

Job Related Competencies (Desirable)

Negotiation skills.

People management skills.

5. Duration of contract and payment

Five months, with the possibility of a further extension until August 31, 2023.

Applicants are requested to provide an indication of their remuneration expectations in Swiss francs (daily rate).