Procurement Specialist – HQ

Organizational Context

The Department of Human Resources and Office Services Unit (HROS) is the central management and coordinating function for Human Resources delivery as well as building an organizational culture of learning, security, and continuous improvement. It is responsible for the implementation of IDLO’s global Human Resources, Office Services and Security management initiatives, reforms, policies for all IDLO Offices field and non-field locations in line with organizational strategy.

The Position

Under the direct supervision of the Manager, Office Services, the HQ Procurement Specialist is responsible for the following duties

• Provides procurement and administrative support to the Headquarters (HQ) based Business Units in the acquisition of a wide variety of goods and services, ensuring compliance and full integrity of HQ procurement activities in line with IDLO’s Procurement Policy and Procedures, and IDLO regulations and rules, and relevant strategies.
• Monitors the HQ procurement plans for timely implementation of contracts.
• Undertakes market research to source vendors and keeps abreast of significant market developments.
• Reviews and prioritizes purchase requisitions; ensure that Terms of Reference pre-qualification documents and technical specifications of supplies and equipment are prepared by the Requester.
• Prepares solicitation documents from IDLO procurement templates in consultation with requesters
• Carries out tender management operations in accordance with IDLO rules and processes.
• Advises in the in the pre-qualification/shortlisting processes. Undertakes financial evaluation of quotations/bids/proposals and contracts negotiations.
• Prepares Recommendation of Award (RoA), submission for contracting approval, processes purchase orders/contracts for approval by the authorized officer
• Maintains relevant internal databases and responsible of filing procurement documents.
• Creates specific reporting as required to aid in overall planning and strategy.
• Requests to HQ Procurement Unit procurement clearances as per IDLO’s Procurement Policy and Procedures
• Consults on procurement challenges and bottlenecks with the HQ Procurement Unit to ensure adherence to IDLO’s Procurement Policy and Procedures and consistency of practices across the Organization
• Performs other similar tasks consistent with the level of the post and/ or assigned by the supervisor

Job Requirements

Ideal Candidate Profile

Education and Experience

• Bachelor’s degree in Economics, Management, Finance/Accounting, Business Administration, or equivalent disciplines
• Professional procurement qualifications are an advantage
• Minimum 3 years of relevant experience in procurement and/or finance
• Experience working in an international context is highly desired
• CIPS (level 2-3) desired

Languages

• Excellent written and communication skills in English and Italian are required. Additional Languages are a plus.

Knowledge, Skills, and Abilities

• Knowledge of procurement related IT tools and systems, such as Roles, Approval and Workflows
• Familiarity with Navision system is a plus
• Knowledge of Microsoft Office knowledge e.g., Windows, Word, Excel, and PowerPoint
• Familiar with SharePoint and MS Teams
• Excellent written and verbal communication skills
• Works well with others and actively participates. Shares information, contributes, encourages, and motivates others to become involved in team activities. Provides constructive feedback and willingly helps others. Contributes to a fair environment that fosters collaboration and cooperation. Works effectively across and within IDLO organisational boundaries
• Proven ability to see through tasks set and deliver results. The ability to work under pressure, dealing with multiple priorities with tight deadlines, flexibility, and an entrepreneurial spirit.
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate. Self-motivated and dynamic with a willingness and ability to use initiative to assist the organisation to achieve its objectives.

Terms & Conditions

For this internationally professional recruited position, IDLO shall offer the selected candidate a Fixed Term Contract of 24 months, with possibility of extension subject to performance and availability of funding.

IDLO shall also offer a yearly basic salary of EUR 37,762 and a benefits package including provident fund contribution, medical insurance, leave entitlements in accordance with IDLO Employee Regulations and Rules. Relocation and installation support are also available for internationally recruited employees.

Salaries and benefits paid by IDLO to employees are exempt from taxation in Italy. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or of any other relevant fiscal jurisdiction.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making most effective use of resources, only the short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates.

IDLO is committed to achieving 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Annual Compensation

EUR €37,762.00/Yr.