Senior Procurement And Contract Management Assistant (GS-6)

PRINCIPAL FUNCTIONS

1. Analyse requisitions of goods/services/works, ensure completeness of specifications and supporting documentation, advise and support requisitioning units from solicitation, through awarding of the contract, to contract administration.

    

2. Compile data, prepare and distribute documents, to support successful procurement to programs and operational activities, (e.g. issue solicitations, evaluate offers and negotiate/award contracts), ensuring that standard processes are followed and that contracts are awarded based on Best Value for Money (BVM) principles.

    

3. Review and prioritise requisitions, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.

    

4. Prepare abstracts of the financial proposals in the form of Commercial Evaluations (CE) in compliance with the solicitation evaluation criteria, support the requisitioning units with evaluation guidance in the preparation of Technical Evaluations (TE) in compliance with the Technical Specifications and solicitation evaluation criteria and if required, prepare submissions to the Committee on Contracts (CoC) for review and recommendation.

    

5. Prepare Purchase Orders and contracts with all relevant documentation in accordance with the OPCW General Terms and Conditions of Contract (GTC) and if required, involve the Office of the Legal Advisor for exceptions.

    

6. Monitor contract performance in coordination with requisitioning units, ensuring compliance with the terms and conditions of the contract (such as timeliness and correctness of delivery).

    

7. Take the necessary action to renew contracts based on performance evaluation, customer satisfaction and price increases in-line with the rate of inflation and/or market fluctuations.

    

8. Support the implementation and reporting on the contract management framework by pro-actively following up with requisitioning units on the adherence to this framework and providing guidance on contract management, including the frequency of contract review meetings and use of Key Performance Indicators (KPI).

    

9. Document contractor performance in the ERP based on KPI reports or minutes of contract review meetings.

    

10. Represent the Procurement Section in contract review with Contractors.

     

11. Assist the Head of Procurement/Procurement Officer in the daily running of the Section, including correspondence with contractors/suppliers, internal customers.

     

12. Provide guidance to requisitioning units, short-term procurement staff and suppliers.

     

13. Enter and maintain supplier master data in the ERP, including checking the completeness of supplier registration form and eligibility by applying the relevant supplier due diligence.

     

14. Respond to contractor’s queries or disputes on terms and conditions of the Contract.

     

15. Provide input to audit queries and other formal requests for information on Purchase Orders and contracts.

     

16. Represent the Section in various meetings, as and when required.

RECRUITING PROFILE

Education (Qualifications):

Essential:

• High School Diploma or equivalent of higher secondary education

   

  Desirable:

• Post-secondary education in the field of procurement and supply chain management, contract management or marketing/sales, or commercial law, or civil or technical engineering.
• Chartered Institute of Purchasing and Supply (CIPS) Level 4 Diploma in Procurement and Supply or equivalent.

   

  Experience: 

  Essential:

• At least six years of progressive responsibility and experience in procurement and contracting. Alternatively, at least eight years’ experience in areas of contract management, or supply chain management, or marketing/sales, or commercial law, or civil or technical engineering.

   

  Desirable: 

• Working experience in a multi-cultural working environment and/or foreign country, for an international organisation (IO), or for an (international) non-governmental organisation (NGO).

   

  Skills and Abilities (key competencies):

  Essential:

• Good analytical, data-processing, numerical and text drafting skills;
• Customer-service orientated – a helpful ‘service’ orientation;
• Flexibility and ability to work steadily with several ongoing assignments;
• Work independently following established rules and procedures;
• Detail orientated approach to work; Quick thinking and problem-solving skills;
• Team focus, flexibility to support colleagues when and where needed;
• Good interpersonal skills and ability to work harmoniously in a diverse environment;
• Computer literacy, including good working knowledge of Windows based word-processing, spreadsheets, and databases.

   

  Desirable:

• Knowledge of universal procurement and contracting principles and contract management;
• Skills in operating and working in ERP (Enterprise Resource Planning) application software.

   

   

  Other Skills:

• Affinity with complex technical problems and procedural requirements;
• Solid relationship building skills;
• Effectively time-management and planning skills;
• Diplomacy;
• Pro-activeness;
• Patience.
• Service-mindedness;
• Perseverance;
• Tenacity.

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 an advantage.