Procurement Associate

The Procurement Section is responsible for supporting ICAO’s corporate procurement requirements (headquarter and Regional Offices) and those of the Technical Cooperation and Technical Assistance Programme in accordance with ICAO’s Procurement Code and in the best interests of the Organization and the Member States it cooperates with. The Section is responsible for managing procurement, from procurement planning to conducting solicitation, preparing, and negotiating contracts and liaising with all ICAO Stakeholders and Requisitioners.

The post reports directly to the Head, Procurement Unit (H/PRU), the incumbent is expected to work independently on tasks assigned. Specific instructions and directives will be provided by the H/PRU on special tasks or complex issues.

**Responsibilities**:
Function 1 (incl. Expected results)

Manages procurement activities required for ICAO Headquarters (HQs), Regional Offices and/or Technical Cooperation/Technical Assistance Projects, achieving results such as:

- Implement procurement activities in compliance with the ICAO Procurement Code and Procedures, to contribute to the realization of the Organization’s strategic objectives and provision of timely and satisfactory procurement actions for the Member States.
- Advise requisitioners on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle.
- Liaise with requisitioners/project managers to ensure the timely execution of procurement requests.
- Maintain relevant internal databases in compliance with Procurement Procedures.
- Contribute to the development of internal ICAO Procurement Reports as required.
- Liaise with Procurement Management Staff on any issue, as required.

Function 2 (incl. Expected results)

Plans procurement actions, achieving results such as:

- Review and assess requisitions for correctness of all attributes, including correct category code; acquire additional documentation as required.
- Develop the individual procurement plans with the various requisitioners, project managers and/or stakeholders.
- Review the Terms of Reference (TORs)/Technical Specifications and Evaluation Criteria to ensure that requirements are clearly defined, generic in nature and allow for a fair and transparent procurement process.
- Provide assistance to end-users on understanding LTAs, DPO guidelines, in preparing TORs/technical specifications and evaluation criteria.
- Evaluate procurement requests and monitor the potential for the consolidation of purchasing requirements.
- Set up and participate at regular meetings with allotment holders/project managers to discuss the implementation and adjustment of procurement plans.
- Identify and recommend alternative sources of procurement or product substitution to ensure a competitive and cost effective procurement process.
- Identify local and international suppliers together with other procurement staff.

Function 3 (incl. Expected results)

Conducts solicitation process and ensures proper evaluation, achieving results such as:

- Customize the solicitation documentation to take into consideration the requirements of the end-user and the solicitation method.
- Develop and publish tender invitations in ICAO procurement web tendering system to ensure a competitive and fair process.
- Support the tender process and provide guidance to suppliers in order to maximize the number and quality of offers and to promote accountability of the solicitation process.
- Liaise with end-users/Requisitioners and the Technical Support Unit of TCB to obtain tenders’ technical evaluation and its endorsement and to ascertain that evaluation is conducted in compliance with applicable procedures and in accordance with predetermined evaluation criteria.
- Review the commercial proposals received and conduct the financial evaluation.
- Summarize solicitation exercise and prepare submission to Contracts Board for review and subsequent approval, liaise with Contracts Board members in order to address any of their concerns/queries during this approval process.

Function 4 (incl. Expected results)

Prepares and issues procurement purchase orders, achieving results such as:

- Assist in the negotiations and definition of purchase order terms and conditions with supplier, including responsibilities, delivery terms, payment terms and financial security through bank guarantees.
- Incorporate all essential obligations into the purchase order in an effective manner.
- Consolidate all requirements to assist the Contracts Officer in the preparation of the contract; issue internal purchase orders in ICAO Enterprise Resource Planning (ERP) System.
- Participate with the Contracts Officer at contract negotiation meetings, as required.

Function 5 (incl. Expected results)

Prepares and updates Procurement records, achieving results such as:

- Update purchase requisition summaries to accurately reflect procurement status of PR.
- Liaise with end-users to revi