COMPLETE OUTLINE
PRINCIPAL FUNCTIONS
Under the direction of the Technical Support Officer, the Equipment Support Acquisition Officer is responsible for the following areas and performs the respective core tasks:
Procurement:
The incumbent plans and executes the procurement of OPCW Inspection Equipment and other goods as required by Inspectorate Division (INS), by:
- Functions as focal point and has advisory function to INS/OPB in regard to submission of DPOs, RFPs, Technical Specifications and receiving of invoices
- Drafts the Procurement Plan for INS/OPB/Logistics under consideration of the approved budget/allotment and requirements defined in cooperation with the Technical Support Officer (TSO), Equipment Store (ES) Team Leader and Head, Logistics
- Maintains the Procurement Plan and provides stakeholders within the Organisation with updated versions of the plan as required
- Implements the Procurement Plan by initiating and/or conducting, as applicable, the acquisition of goods and services in accordance with the OPCW established procurement procedures
- Identifies and proposes potential suppliers and service providers
- Conducts market research and assists the Technical Support Officer in drafting Technical Specifications
- Issues supporting documents, such as End User Certificates, Waiver Request Justifications
- Requests Information and Quotations from suppliers (Quotations in case of DPO)
- Issues RFPs, DPOs, POs, and BPOs (as applicable) using the applicable software
- Functions as the focal point for the Procurement section for all questions related to Procurement cases submitted by INS/OPB/Logistics
- Represents the INS/OPB/Logistics at the Committee on Contracts (COC)
- Functions as Receiving Officer in accordance with the OPCW Financial Rules and Regulations
- Controls the process of the receipt and inspection of goods and services delivered by the suppliers and monitors the performance of the suppliers and service providers in accordance with their contractual obligations
- Initiates the inclusion of delivered assets in the database by the respective staff
- Follows up with suppliers in order to resolve issues related to faulty or late deliveries as well as wrong invoicing and missing paperwork
- Initiates the payment of financial obligations
- Maintains electronic files and hard copies of procurement cases for reference/asset write off/maintenance/audit trail.
Under the direction of the Head, Logistics and the Equipment Support Acquisition Officer is responsible for the following areas and performs the respective tasks:
Budget:
- Prepares proposals for the OPB budget in all its aspects applicable to the technical and logistical support of the OPCW inspection and verification regime in cooperation with the Technical Support Officer, Equipment Store Team leader and Head, Logistics
- Ensures maximum usage of funds allotted to the budget lines in accordance with existing OPCW Financial Rules and Regulations
- Initiates budget transfers between budget lines as necessary
- Maintains (unliquidated) obligations and takes corrective action as necessary to and closes/cancels cases to release funds for utilization for other requirements for INS
- Reports to the Head, Logistics, Head/OPB and indirectly to the Head/IMB the financial status of the Logistics Section to ensure uninterrupted availability of funds throughout the budgetary year.
Training:
- Proposes the OPB Training Plan to the Head, Logistics in cooperation with the Technical Support Officer and Equipment Store Team Leader
- Requests information and quotations for external trainings and internal training with external trainers
- Schedules trainings in cooperation with the Equipment Store Team Leader
- Advises Equipment Store staff on training request submission and related administrative procedures
- Coordinates actions of Equipment Store staff and OPB in relation to trainings and liaises between the stakeholders
Other activities:
- Is the focal point for Results Based Management (RBM) within OPB
- Acting as the Technical Support Officer in his/her absence
- Assists the Head, Logistics in ChemTech Centre facility related matters
- Supports the Head, Logistics in administrative and organizational matters
- Acting as TSO or Head, Logistics in his/her and TSO’s absence.
RECRUITING PROFILE
Education (Qualifications):
A first level university degree (BS) in business management, administration or equivalent in technical science or engineering.
The possession of higher education might be off-set against other certified training (e.g. military) together with an extensive technical background in the field of monitoring chemical hazards, use of chemical protection equipment and the procurement of it.
Required Certification (if applicable): Not applicable
Experience:
A minimum of 2 years of progressive experience in the management or procurement and maintenance of complex specialised equipment (or a first level university degree in combination with 4 years relevant experience). The lack of a degree may be off-set with relevant specialised training and technical background in combination with a minimum of 8 years of qualifying experience.
Essential:
- Demonstrated experience in the procurement of various equipment and services, including for maintenance, repair and upgrading the equipment;
- Experience in determining and writing the technical and functional requirements for the equipment to be procured or maintained;
- experience in maintaining or overseeing electronic inventory systems;
- knowledge of or experience in planning, project management and budgeting processes. Familiarity with Results-Based Budgeting (RBB) or similar budgeting processes is an asset.
Desirable:
- Experience in managing and supervising a group of people of various ages, genders, and technical backgrounds.
- Working experience with the UN or other international organisation.
Advantage:
Experience with CW detection and Non-Destructive Evaluation (NDE) technology and CBRN protection equipment would be an advantage.
Skills and Abilities (key competencies):
- Computer literacy in the use of MS Office applications, particularly Word and Excel and experience in using the Internet for e-procurement.
- Customer service orientation.
- Ability to work independently with minimal supervision.
- Good problem-solving skills.
Language Requirements:
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.
Other Skills:
- Good interpersonal skills
- Ability to communicate effectively, both verbally and in writing
- Tact, discretion, accuracy and ability to work harmoniously in a multinational and multicultural environment
- Attention to detail and strong organisational skills.
