Associate Procurement Officer

Vor 6 Tagen

Genf, Genf, Schweiz World Intellectual Property Organization Vollzeit

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:

  1. Assist requesters in defining procurement needs, reviewing Terms of Reference, and selecting appropriate sourcing methods.
  2. Manage tender processes following through document preparation, publication, bid opening, and evaluation and prepare all relevant contractual documents.
  3. Create, validate, and dispatch purchase orders (POs) issued to suppliers, including individual consultants and agency workers; and create/update POIs in the ERP.
  4. Assist in contract negotiations and preparation in coordination with Team Leader and Senior Legal Officer.
  5. Monitor contract expiration dates and initiate renewals or extensions in consultation with relevant stakeholders.
  6. Monitor supplier performance, ensuring compliance with contracts, service levels, and key performance indicators (KPIs).
  7. Address procurement-related issues and escalate as needed.
  8. Maintain and update procurement records in ERP and internal databases, ensuring data accuracy and timely submission of relevant reports and contributing to process improvements.
  9. Act as an Authorized Officer within delegated authority limits.
  10. 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.
  3. Demonstrating integrity.
  4. Valuing diversity.
  5. Producing results.
  6. Showing service orientation.
  7. Seeing the big picture.
  8. Seeking change and innovation.
  9. Developing yourself and others.
5. Information

Annual salary:

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the March 2025 rate of 73.6%.

P1

Annual salary: $39,401

Post adjustment: $28,999

Total Salary: $68,400

Currency: USD

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

Please refer to WIPO's Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

The Organization reserves the right to make an appointment at a grade lower than that advertised.

___________________________________________________________________

By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of your identification and the degree(s)/diploma(s)/certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited/recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here: http://www.whed.net/. Some higher educational qualifications may not be listed in WHED, and will be reviewed on a case-by-case basis.

Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

Additional background checks may be required.

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