Vacancy Announcement
Secretariat of the International Renewable Energy Agency (IRENA)
Division of Administration and Management Services (AMS)
Publication Date: 29 March 2023
Deadline For Application: 11 April 2023 (at midnight, Abu Dhabi local Time)
Title and Grade: Procurement Officer, P-3
Indicative Annual Salary: (a.) Annual Net Salary: USD 64,121 to USD 73,463 [1]
(b.) Post Adjustment: USD 46,615.97 to USD 53,407.60 [2]
Duration of Appointment: 6 Months, with possible extension
Duty Station: Abu Dhabi, United Arab Emirates
Entry on Duty: As soon as possible
The International Renewable Energy Agency (IRENA) is an inter-governmental organisation, headquartered in Masdar City, Abu Dhabi, mandated to promote the adoption and continuous use of all forms of renewable energy sources in the pursuit of sustainable development, energy access, energy security and low-carbon economic growth and prosperity. IRENA’s mission is to play a leading role in the ongoing transformation of the global energy systems as a centre of excellence for knowledge and innovation, a global voice of renewable energy, a network hub for all stakeholders and a source of advice and support for countries. At present, IRENA has 168 Members (167 States and the European Union) that acceded to its Statute, and 16 additional States in the process of accession and actively engaged.
The Division of Administration and Management Services is responsible for providing the Secretariat with support in managing its human and financial resources and ensures effective and timely delivery of Human Resources, Information and Communications Technology, Procurement, Financial, Travel and General Services. The Procurement Section provides a broad range of support services to IRENA’s offices by enhancing procurement activities to achieve the work programme targets. Procurement works on strengthening service delivery operations through open, fair and competitive bidding process.
Under the overall guidance of the Director of Administration and Management Services, and the immediate supervision of the Chief Procurement Officer (CPO), the Procurement Officer will support IRENA’s on-going demand in various procurement activities and will perform the following duties:
Provide the highest standards of procurement services and advice to all divisions at IRENA in accordance with the established rules, regulations and processes;
- Ensure the integrity and transparency of the procurement process and compliance with IRENA’s Financial Regulations and Rules and relevant internal policies;
- Implement proper procurement planning every year in coordination with divisions in order to ensure cost-effective solicitation of goods and services;
- Conduct market research and financial analyses for various requirements related to the program implementation, develop database of vendors, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, as well as obtains specifications for new services, products and equipment from the market;
- Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process through prequalification exercise, i.e. Call for Expression of Interest (EoI) or Request for Information (RFI). Launch of Request for Quotations (RFQ), Requests for Proposals (RFP) and Invitation to Bid (ITB) inviting vendors to submit their quotations/prices or proposals based on the nature of the requirements and cost of procurement involved;
- Review specifications, Scope of Work (SOW) or Terms of Reference (TOR) and validate the various evaluation criteria of purchase requisitions. Records, validate and prioritize purchasing requests and obtain additional information/documentation as required;
- Ensure with requesting divisions the availability of funding sources based on IRENA’s Financial Regulations and Rules to award contract(s) to the selected suppliers who are able to meet the specifications and offer the best terms;
- Prepare evaluation reports, abstracts or financial comparison matrix of offers, compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to cost, quality, delivery time, payments terms and others;
- Ensure preparation and review for completeness of various cases for submissions to IRENA’s Contracts Review Committee (CRC);
- Understand the conditions and legal terms of agreements and purchase orders. Formulate contracts for professional services, Long Term Agreements, amendments in coordination with the legal department at IRENA;
- Submit for approvals agreements and contracts in line with the delegation of authority;
- Provide clarifications and advice on IRENA’s procurement procedures and practices; respond to queries about the status of delivery raised by requisitioner and about payment and other matters raised by the suppliers; performs a wide range of office support, for events and workshops contributing to the efficient and effective management of the Procurement Section;
- Maintain relevant internal databases and files; keeps track of contractual agreements and purchase orders;
- Perform other duties as required.
Competencies
Professionalism: Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. Knowledge of contract law and expertise in handling complex contract issues. Knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing. Ability to shape and influence agreements with requisitioning units and vendors. Ability to apply technical expertise to resolve a range of issues/problems. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges remains calm in stressful situations. Understanding of legal terminology is key.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Accountability: Takes ownership for all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; supports subordinates, provides oversight and takes ownership of delegated responsibilities and authorities; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable; operates in compliance with organizational regulations and rules.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions or advice; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress of the procurement process or setbacks in projects; meets timeline for delivery of products or services to client.
Qualifications
Education: Advanced university degree (Master’s degree or equivalent) in procurement, business administration, commerce, public administration, law or any related field. A first-level university degree in combination with at least two years of directly relevant qualifying may be accepted in lieu of the advanced university degree. CIPS certification is an advantage.
Experience: A minimum of five years of progressively responsible experience in procurement and contracts management at national and international level. Familiarity with the procurement rules, policies and processes of the United Nations common system and/or international organisations as well as international market environment and private sector business practices.
Language: Excellent command of written and spoken English is required.
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Qualified candidates must apply for the abovementioned vacancy on-line, through IRENA’s recruitment platform, ORC by submitting a complete and comprehensive CV and a letter of interest, including details of three professional references who will be contacted if their application is shortlisted.
Applications from qualified women are highly encouraged.
Please note that only candidates under serious consideration will be contacted for further assessment and receive notice of the final outcome of the selection process.
[1] IRENA provides similar ICSC benefits and entitlements, including rental subsidy, education grant (for school aged children), annual leave, health insurance, provident fund, etc. as would be applicable.
[2] The post adjustment is a variable component that is adjusted periodically to reflect changes in the cost of living in a duty station. Post adjustment multiplier for Abu Dhabi duty station is currently 72.7%, determined by the International Civil Service Commission and subject to change without prior notice.