Abt Associates

Associate Procurement & Grants Officer

Abt Associates

Job Description

Vacancy Announcement VA21P007V02 Associate Procurement and Grants Officer nd Posting Date: 2 February 2021 th Deadline for Applications: 16 February 2021 Duty Station: Vienna, Austria Start Date: As soon as possible Contract Duration: 24 Months (with possibility of extension) Type of Post: International Organisational Overview: The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 18 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits300+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Job Description: TheAssociateProcurementandGrantsOfficerispartoftheProcurementandGrantsUnit(PGU)within the Directorate of Resources and Operations Management (ROM) and supports procurement and grants processes and activities in compliance with ICMPD’s regulatory framework and established procurement processes and procedures as well as relevant donor rules and regulations. The Associate Procurement and Grants Officer supports the planning, Coordination and implementation of procurement and grants activities at all stages of the procurement and grants processes. S/he supports the timely and accurate preparation of draft tender dossier and call for proposals. S/he prepares the drafts of tender and grants documents, supports tender and grants evaluation processes.

The Associate Procurement and Grants Officer works under the direct supervision of the Senior Procurement and Grants Officer, and in close collaboration with Projects Teams (PjTs), the Corporate Resources Management (CRM) team and staff across the Organisation.

The position is located at ICMPD’s Headquarters (HQ) in Vienna, Austria. Tasks and Responsibilities: 1. Support to procurement processes and activities: Under supervision of the Senior Procurement and Grants Officer, participate in procurement and processes related to procurement of goods, services and works ensuring compliance with ICMPD procurement policies, rules and procedures and with applicable donor rules and procedures such as with the ICMPD Procurement rules and procedures; 1 Support the developmentof standards and criteria for the selectionof suppliers,service providers in context of procurement processes; Contribute to high-quality and timeliness of all procurement process related documents and communications. Ensure safe-guarding of documents during procurement processes; Participate in the elaboration of technical specifications, Terms of Reference, Requests for Quotations, Quotation Protocols; Support the drafting of tender documents and ensure solicitation through appropriate channels. Act as a point of contact for communications and information during procurement procedures. Organise and participate in pre-bidding meetings as required.

Act as the Secretary to evaluation committee(s) meetings; Support the drafting of award letters, all types of contracts and ensures collection of necessary signatures; Update and maintain suppliers’ databases.

2. Support of Grants Processes and Activities: Under supervision of the Senior Procurement and Grants Officer, participate in grants processes ensuring compliance with ICMPD procurement policies, rules and procedures and with applicable donor rules and procedures such as with the ICMPD Grants rules and procedures. Update and maintain the grants databases.

Support the Senior Procurement and Grants Officer and the PjTs in the preparation of project proposals and budget formulation with a grant scheme component.

Draft the Call(s) for Proposal documentation.

Participatetotheevaluationprocessandensurethatcontractawardisimplementedtransparently and in accordance with ICMPD rules and procedures. Ensure safe-guarding of relevant documents during grant award processes.

Act as the Secretary to the Grants Evaluation Committee.

Support the Senior Procurement and Grants Officer for the preparation of call for grants and proposals for PjTs (e.g. publication, organisation of and assistance to evaluation boards, selection process, contract award and signature).

3. Procurement / Grants Training activities: Draft and/or contribute to the preparation of procurement and grants training modules. Propose processes’ improvements within ICMPD’s procurement and grants scheme. Support the organization of procurement and grants trainings for internal stakeholders. Provide inputs to developmentof guidelines and templates forProcurement andGrants activities. Prepare and draft training materials and prescriptive contents.

4. Procurement and Grants administrative activities Receive, review and route procurement and grants queries. When necessary, seek advice on procurement cases or escalate to her/his supervisor as appropriate; ProvidesupporttotheSeniorProcurementandGrantsOfficeronlowtomediumriskprocurement processes and grants activities; Create, maintain and update procurement and grants folders according to the PGU filing system, for audit purposes; Collect,compileandorganise backgroundmaterials,documentsandothermaterials formeetings; 2 Other relevant duties as assigned by the Senior Procurement and Grants Officer and/or the Head of PGU.

Key Results: Procurement and grants activities implemented promptly, accurately and efficiently. Procurement and grants processes implemented according to procurement and grants plans and in line with ICMPD and donor rules and procedures; Procurement and Grants documentation maintained and safeguarded and filing system maintained accurately; Incumbent Profile: A minimum of 1 year of relevant experience procurement and/or grants activities at the International Organizations level. Demonstrated work experience in EU Procurement/Grants Projects is an asset.

Knowledge of EU public procurement and grants rules and regulations. Knowledge of SAP or other Resource Management programmes would be an asset. Public procurement certification from an internationally recognised provider such as CIPS is an asset (level 2).

Good organisational skills with attention to detail and accuracy.

Experience in managing conflict priorities and working with tight deadlines. Strong teamwork and interpersonal skills.

Adaptability and flexibility.

Excellent command of standard MS-office software.

Corporate Qualifications: Work experience in an international context; Proficiency in MS Office (Word, Excel, Outlook); Excellent spoken and written English. French and/or Arabic is an advantage. Master’s degree in Business Administration, Law, Procurement and Purchasing, Supply Chain Management, Public Administration, Finance or closely related field.

Compensation: ICMPD offers an attractive compensation package. This position is classified at IP1 Grade, with an annual net-base salary starting at EUR 35,484. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances.

Application Procedure: Interested candidates are requested to submit their application in English through the ICMPD online recruitment system at http://www.icmpd.org/work-for-us/current-vacancies by midnight (CET) of the closing date specified above. For this purpose, candidates will first need to register with the ICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies. Please note that in thecourse oftheonline application, themotivation letter andpersonal CVmust be uploaded in the EuropeAid format in English. The template is available for download at http://www.icmpd.org/work-for-us/.

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post, will not be considered.

Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview.

3In the event of a technical issue with your application, please email recruitment@icmpd.org. General Information: ICMPD retains the discretion to re-advertise the vacancy, to offer a different contract type and/or duration, or to cancel the recruitment.

This position may entail frequent travel to high risk areas at short notice for the execution of the tasks and duties, which may warrant adherence to Security protocols, and/or health procedures. 4
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