Purchasing Officer Vacancy-Job Ref: WJCIILO/0407/2025810

Purchasing Officer Vacancy-Job Ref: WJCIILO/0407/2025810

Abidjan ( Ivory Coast )

Job Description

According to Article 4.2 (e) of the Staff Regulations, the filling of vacant posts in technical cooperation projects is not governed by Annex I of the Staff Regulations and is made by direct choice of the Director-General.

In order to ensure that direct selection to fill the vacant position is based on the best possible decision-making process, the ILO invites interested candidates to submit their applications online before the date indicated above.

Appointments under technical cooperation contracts do not confer the right to a career within the ILO or to automatic renewal of the contract or conversion to another type of appointment within the Organization. Furthermore, extensions of technical cooperation contracts are subject to the following conditions: availability of funds, continued need for the functions performed and satisfactory services and conduct.

Can apply:

External candidates.
The ILO values ​​diversity among its staff and welcomes applications from qualified women. We also encourage applications from persons with disabilities.

Introduction

The position is located in the Regional Administrative Service within the ILO Regional Office for Africa (ROAF) in Abidjan. The Regional Office exercises overall policy and management responsibilities for the promotion of ILO principles and policies in the region and provides strategic guidance and support to all countries in the region where the ILO is present.

The primary role of the incumbent is to plan, develop and execute all aspects of procurement-related transactions for medium to high complexity/risk projects, from inception to recommendation of contract award for procurement of technically complex goods or services or a variety of goods and services of a complex nature. This includes providing technical tender advice to requesting units (clients) in all Country Offices in the Africa Region on all tender-related matters in accordance with the Organization’s relevant policies and procedures, and providing support and guidance at all stages of the procurement cycle.

The incumbent reports to the Chief, Regional Administrative Services (CRAS) and receives technical guidance and advice from the Chief, Bureau of Procurement and Contracts (PROCUREMENT) at ILO Headquarters. PROCUREMENT reports to the Treasurer and Financial Controller and provides services to ILO Headquarters units, field offices, and extra-budgetary-funded programmes and projects.

PROCUREMENT develops, administers, and disseminates policies, rules, and procedures for tendering, including contracts, in accordance with the ILO Financial Rules and Regulations. It plans, coordinates, and executes major tendering processes, procures services, equipment, and goods, and provides contract services. It also provides information, advice, and training on tendering matters.

Essential Functions and Responsibilities

1. Analyze procurement plans submitted by requesting units in the Africa region. Plan associated tender actions, which involves analyzing a wide range of procurement issues and identifying possible courses of action. This includes identifying areas where procurement actions can be consolidated to take advantage of economies of scale.

2. Engage in consultations with requesting agents and provide advice on specifications, delivery dates, possible suppliers and optimal procurement strategy.

3. Prepare, supervise the preparation and conduct of Requests for Quotations (RFQs), Invitations for Bids (ITBs) and Requests for Proposals (RFPs) using the ILO electronic tendering platform. Analyze and evaluate suppliers’ proposals against the Organization’s requirements.

4. Review solicitation documents related to ILO extra-budgetary funded programmes and provide guidance on integrating environmental, social and economic sustainability, including gender-responsive procurement, throughout tender processes initiated by requesting units.

5. Provide technical assistance on all aspects of bid evaluation related to global tenders for the acquisition of various services and products, taking into account local economic and other conditions.

6. Participate in negotiations with senior vendor representatives.

7. In consultation with the line manager, develop and formulate tender project strategies and devise solutions to resolve issues/conflicts arising from complex procurement projects.

8. Prepare purchase orders and submit them for approval in the ILO ERP system (IRIS). Sign purchase orders up to the authorized limit, and in cases where the amount exceeds the authorized signing authority, under the supervision of the CRAS, prepare submissions to the local Acquisition Review Committee and, under the supervision of the Chief, PROCUREMENT, prepare submissions to the HQ Acquisition Review Committee for review and subsequent approval by the authorized official.

9. Draft and supervise the drafting of standard contracts and provide technical advice to requesting units and beneficiary entities in the Africa region on contractual clauses in consultation with the relevant PROCUREMENT legal specialists in case of discrepancies. Ensure compliance with contractual agreements, recommend contract amendments and extensions, and advise the parties concerned on contractual rights and obligations.

10. Extract specific data,compile and maintain statistics and prepare analytical reports for management regarding the Bureau’s tendering activities.

11. Conduct market research to stay abreast of significant market developments, research and analyze statistical data and market reports on the global product situation, production patterns, and availability of goods and services. Identify new technologies and products/services, evaluate and propose potential sources of supply to the line manager, and participate in the incorporation of research findings into the purchasing program.

12. Perform other relevant duties as assigned.

Required qualifications

Training

An advanced university degree (Master’s degree or equivalent) in business administration, commerce, law or other relevant field. A first-level university degree (Bachelor’s degree or equivalent) in one of the above or other relevant fields, with two additional years of relevant experience, in addition to the experience mentioned below, will be accepted in lieu of an advanced university degree. Additional studies or training or a recognized qualification in the acquisition (e.g., UNDP/CIPS Level 3 certification or equivalent) is an asset.

Experience

At least five years of progressive and responsible experience in complex procurement operations in the public or private sectors or in an international organization. Experience working in a United Nations organization would be an asset. Experience and familiarity with electronic tendering platforms would be an asset. Experience in training and/or communications would be an asset.

LANGUAGES

Excellent command of English or French and a working knowledge of the other language.

SKILLS

In addition to the ILO core competencies, this position requires: ⦁ Ability to use analytical tools and qualitative and quantitative techniques. ⦁ Ability to conceptualize, plan, coordinate and conduct simple research work and to apply laws, regulations and policies. ⦁ Knowledge of office financial rules and regulations. ⦁ Knowledge of negotiated procurement procedures and relevant laws and regulations. ⦁ Computer and data management skills, including computerized tendering systems (e.g., a procure-to-pay ERP module), electronic bidding, word processing, spreadsheets and internet applications. ⦁ Sufficient knowledge and skills to evaluate offers and recommend competitive ranges.

⦁ Negotiation skills to shape and influence agreements with requesting units and suppliers. ⦁ Ability to address broader acquisition issues in terms of programmatic and institutional impact. ⦁ Expertise in handling contractual matters in accordance with policies and standards; strong analytical skills and good knowledge of quantitative methods for measuring supplier capacity systems. ⦁ Good knowledge of sources of supply, market trends, pricing, etc. ⦁ Sound judgment in applying technical expertise to resolve a range of issues/problems.

⦁ Ability to guide and coordinate the work of others. ⦁ Ability to plan work tasks, respond to competing demands, and work under the pressure of frequent and tight deadlines. ⦁ Excellent communication skills (oral and written), including the ability to communicate effectively with diverse audiences on tender-related matters and prepare a variety of written documents, contracts, reports, etc. in a clear and concise style. ⦁ Ability to work in a multicultural environment and demonstrate gender-sensitive and non-discriminatory behavior and attitudes.

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