Project Procurement Officer, Italy At International Fund for Agricultural Development (IFAD)


Closing date: Monday, 14 August 2023

Job Title : Project Procurement Officer

ID : 13783

Location : Italy

Date of issue : 06/16/2023

Close Date : 08/14/2023

Organizational Unit : OPR

Full/Part Time : Full-Time

Regular/Temporary : Regular

Assignment Duration : Grade : P-3

Organizational Setting

The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and advocates at the local, national and international level for policies that contribute to rural transformation.

The Programme Management Department (PMD), under the leadership of an Associate Vice-President, is responsible for the overall programme of loans and grants of the Fund and is composed of five (5) regional divisions and the Operational Policy and Results Division.

Under direct supervision and strategic management of the Chief Project Procurement in OPR, the Project Procurement Officer will work closely with the Country Directors (CDs), IFAD Country Offices (ICO) staff and project team members, to provide strategic analysis and support to ensure that the division’s programmes and projects are aligned to IFAD’s project procurement policies and procedures.

The position is located in Rome, Italy in the OPR division.

Job Role

The Project Procurement Officer is accountable for IFAD core values of integrity, transparency, and equity in the alignment to IFAD’s procurement policies and procedures (as established in the IFAD Project Procurement Guidelines, IFAD Procurement Handbook and other related and relevant documentation), of the divisions programmes and projects.

Key Functions and Results

1. STRATEGY AND EFFECTIVENESS MANAGEMENT: The Project Procurement Officer is responsible for supporting the effectiveness of procurement management execution by the country programmes management teams and project teams during project implementation and project design. This role ensures effective compliance with the procurement guidelines, procurement manual and procurement handbook for successful preparation, appraisal, implementation and completion of the approved projects in IFAD countries. This role furthers contribute to the development of policies and strategies and capacity building in the area of project procurement. The position is responsible for providing oversight for project procurement related activities by IFAD’s borrowers across the five regional divisions and ensure they are performed in accordance with IFAD’s project procurement framework (Procurement Guidelines, Procurement Manual and Procurement Handbook). The position is further responsible for supporting procurement execution and ensuring that appropriate controls, risk assessment and contract management are in place by the regions while ensuring the effective use of resources, identifying bottlenecks and weaknesses of project procurement controls and proposing, establishing mechanisms for solutions.

2. PROJECT PROCUREMENT MANAGEMENT: The Project Procurement Officer has the following roles and responsibilities: Roles: Policy: (i) Promote fulfilment of IFAD’s project procurement oversight function; (ii) Draft high level documentation for submission to units, divisions, departments, IFAD Senior Management and IFAD governing bodies; (iii) When required, conduct research and analysis, and draft opinions on other corporate issues relating to the function, structure and activities of IFAD’s project procurement; (iv) Provide policy support at the corporate level and ensure procurement requirements are embedded. This included discussions with different departments and divisions within IFAD; (v) Draft new procurement templates and guidance notes on various topics in project procurement or suggest modifications to existing ones in line with practices followed by other IFIs and/or Multilateral Development Banks; (vi) Provide guidance and advice to the Regional Divisions and Project Delivery Teams (PDTs) on procurement policies, practices, processes and procedures; (vii) Provide advice regarding IFAD’s project procurement requirements in accordance with the established legal framewrok; (viii) Manage and record any required modifcation to IFAD project procurement framework (Procurmeent Guidelines, Procurement Manual and the Procurement Handbook); (ix) Support the preparation of new procurement templates and guidance notes on various topics in procurement or suggest modifications to existing ones; (x) Facilitate, follow up and support procurement investigations and management of procurement complaints. (xi) Support the secretariat work for the Project Procurement Prior Review Committee: Support the planning, schedule of cases submitted to the Project Procurement Review Committee. Support the review and/or clear procurement activities and processes requiring IFAD’s prior review and advise CDs accordingly. (xii) Contribute to the resolution of procurement issues from various stakeholders, including those related to input in complaints handling as per the guidelines, in order to deliver IFAD’s required levels of service in all interactions with stakeholders.

Operations: (xiii) Support the elaboration of concept notes, country strategy opportunites programme and project desings. Ensure project procurement requirements are fully embedded to achieve the best procurement results and value for money. This further includes appropriate project procurement quality assurance, market analysys, SECAP-Procurement requirements (during project desing and implementation), risk-based systems and evidence-based oversight; (xiv) Dispense strategic support and backstopping to the Regional Divisions and CPMTs, on procurement issues throughout project design, supervision and implementation support, including by serving as a member of Design Review Meetings (DRM) if required; (xv) Assist the Senior Regional Procurement Officers and PDTs on approaches and strategies for the development of procurement documents that take into consideration latest sector trends, market conditions, life cycle costing analysis, value-for-money concepts and practices used in other donor agencies including multilateral development banks; (xvi) Provide support in risk assessment in projects and follow up with the concerned parties in order to maintain acceptable risk mitigation measures; (xvii) Advise, as appropriate, the Regional Divisions and CDTs on market analysis, market outreach and communication strategies to attract capable, available and responsive bidders; (xviii) Monitor procurement performance across the portfolio, in accordance with project procurement performance indicators and risk management tools to ensure proactive identification and action to address procurement and contract management issues and bottlenecks. (xix) Provide proactive project procurement portfolio management: prepare regular procurement reports for the five Regional Divisions highlighting, main risks and problems faced in the portfolio. Propose actions for improvement, taking into consideration the specific economic and social context of the region; (xx) Support the monitoring of disbursements targets accross PMD. Prepare hihghlevel presentations, flag issues and propose corrective actions. (xxi) Proactive project procurement portfolio management to the regional divisions: Develop reports, targets including detailed analysis of the procurement portfolio and if required proposed actions for improvement specifics to the region.

Capacity building: (xxii) Support the assessesment of needs and identifies training options for Country Directors (CDs), Ifad Country Office (ICO) staff and project team members to ensure robust management of procurement risk. When necessary, provides training and guidance to CDs, ICO staff and project team members on project procurement management and related risks. (xxiii) Support procurement training and capacity building efforts and act as the focal point for BUILD PROC capacity building grant; (xxiv) Support the organization of project start-up workshops, and provide the necessary support for the Country portfolios. (xxv) Contribute to the knowledge and expertise of project procurement by staying abreast of and reporting on current trends in international public procurement. (xxvi) Organize shared knowledge sessions with the Regional Senior Procurement Offiers and projects across the five Regional Divisions. Systems: (xxvii) Contribute to the development, operationalization and roll-out of ICT systems for project procurement; (xxviii) Monitor, review and manage procurement and contract data entered by projects into the IFAD Contract Monitoring Tool and other project procurement ICT systems such as OPEN. This includes the setting and monitoring of targets, KPIs including the preparation of high level presentations and postion papers for IFAd’s management.

3. PARTNERSHIP BUILDING: The Project Procurement Officer contributes to promoting a constructive dialogue on procurement matters with country directors, government officials, counterparts in other international organizations and public sector management and financial management specialists, as well as other external parties through engaging them on public procurement reforms. The incumbent attends meetings on procurement related matters to champion continuous procurement improvements within IFAD and maintains and facilitates an IFAD-approved roster of qualified procurement consultants in the region, ensuring they are fully updated on IFAD procurement policies.

4. MANAGERIAL FUNCTIONS: The Project Procurement Officer is accountable for integrity, transparency, and equity in the alignment to IFAD’s procurement policies and procedures of the divisions programmes and projects. The position coordinates and liaises with the Office of Audit and Oversight and other Technical Divisions on procurement cases. The position maintains a consolidated database and files on prior review contracts and ensures project/programme contract registers are updated and submitted to the division. Ensures procurement management at divisional level and relevance and appropriateness of Guidelines on Procurement, proposing drafts for revisions and updates.

Key Performance Indicators

The key results have an impact on the overall efficiency in procurement management, and success in introduction and implementation of operational strategies. Strategic approach to procurement, accurate, thoroughly researched documented information, timely and appropriate delivery of services, ensure client satisfaction and overall timely delivery of IFAD programmes and projects. The Project Procurement Officer at this level provides strategic analysis and advice on procurement related issues to support regional divisions’ programmes and projects in following IFAD’s procurement policies and procedures. Going beyond established procedures or models, the Project Procurement Officer’s substantive contributions reflect proposals for revisions and updates of Guidelines on Procurement ensuring relevance and appropriateness. The incumbent demonstrates expert knowledge and capacity in performing the Project Procurement Officer role.

Working Relationships

Within the parameters of the Project Procurement Officer, at this level the incumbent serves as seasoned strategic analyst and advisor on procurement related issues. Combination of credible expert capacity with independent responsibility for assessment of division’s procurement systems, training of staff and monitoring of procurement risks, ensures the adherence to IFAD’s procurement policies and procedures. The incumbent contributes to resolving complex issues related to procurement matters.

Job Profile Requirements

Organizational Competencies:

Level 1:

  •  Building relationships and partnerships – Builds and maintains effective working relationships
  •  Communicating and negotiating – Communicates effectively; creates understanding between self and others
  •  Demonstrating leadership – Personal leadership and attitude to change
  •  Focusing on clients – Focuses on clients
  •  Learning, sharing knowledge and innovating – Continuously seeks to learn, shares knowledge & innovates
  •  Managing performance and developing staff –
  •  Managing time, resources and information – Manages own time, information and resources effectively
  •  Problem-solving and decision-making – Demonstrates sound problem-solving and decision-making ability
  •  Strategic thinking and organizational development – Personal influence
  •  Team working – Contributes effectively to the team

Level 2:

  •  Building relationships and partnerships – Builds and maintains strategic partnerships internally and externally
  •  Communicating and negotiating – Acquires & uses a wide range of communication styles & skills
  •  Demonstrating leadership – Leads by example; initiates and supports change
  •  Focusing on clients – Contributes to a client-focused culture
  •  Learning, sharing knowledge and innovating – Challenges, innovates & contributes to learning culture
  •  Managing performance and developing staff – Manages wider teams with greater impact on others and on the organization
  •  Managing time, resources and information – Coordinates wider use of time, information and/or resources
  •  Problem-solving and decision-making – Solves complex problems and makes decisions that have wider corporate impact
  •  Strategic thinking and organizational development – Staff in management and/or strategic leadership roles
  •  Team working – Fosters a cohesive team environment

Education:

Education includes Advanced university degree from an accredited institution listed on https://whed.net/home.php in business administration, public administration, law, commerce, finance or related field is required (*): (*) Note: For internal candidates, this requirement will be assessed in line with the provisions set forth in IFAD’s Human Resources Implementing Procedures.

Experience:

  •  At least five (5) years of progressively responsible professional experience in procurement activities in an international organization including a proven record of supporting and delivering complex procurement programmes and record of relevant field experience.
  •  Position-specific experience: Work in more than one geographic region as well as at Headquarters is an asset. Management and procurement experience in the UN system is desirable.

Languages:

  •  Required English (4 – Excellent)
  •  Desirable: French, Spanish or Arabic (3 – Good)

Skills:

  •  Contract Management: Know-how in contracting of external workforce (e.g. contracting of interpreters, subeditors and proof-reader falling under international agreements)
  •  Procedure adherence: Ability to strictly adhere to established, formal guidelines, including in new situations
  •  Procedure interpretation: Ability to interpret established, formal guidelines to address and recommend solutions or further actions required
  •  Procurement: Know-how in the application of the procurement policies, rules and regulations applicable to IFAD HQ and/or Country Programmes/Projects, including for complex individual cases
  •  Record management: Know-how in record keeping (e.g. proper handling of records and systems to preserve institutional memory, including correspondence logs, office filing and reference systems, etc.)
  •  Risk & compliance: Know-how in asset liability management, risk reporting, capital adequacy, quality assurance and compliance (e.g. Anti-money laundering (AML), Know your customer (KYC) processes), etc.
  •  Risk management (e.g. reputational): Identification and assessment of potential liabilities and risks in IFAD’s activities, particularly vis-à-vis third parties; ability to handle risks via contingency and mitigation strategies
  •  Stakeholder management: Strong alignment capabilities and consultation skills, building on effective interactions and relationships with different stakeholders (e.g. for the co-creation of communication material with member states) and ability to build and maintain a strong network (e.g. with journalists, media outlets, etc.)
  •  Time management: Adherence to deadlines under time constraints and pressure (e.g. to deliver governing body documents on time); ability to coordinate and manage complex workflows and in-house and external teams
  •  Performance management: Know-how in managing performance so that staff supervised deliver on the agreed objectives and meet their development needs while meeting the needs of IFAD. Is proficient in establishing clear performance goals (operational and behavioural) and learning plans as well as in evaluating the performance of staff against the set goals.
  •  Client orientation: Strong critical thinking combined with communication skills to liaise between the business and technologies to understand business problems and needs, document requirements and identify solutions
  •  Corporate approach: Ability to bring in corporate vision and priorities into one’s area of work (e.g. budgeting going beyond simple budgetary considerations, taking into account strategic priorities)
  •  Integrity and ethics: Strong emphasis on acting with honesty, not tolerating unethical behaviour, demonstrating equity, impartiality and sensitivity in exercising authority and interacting with staff, and other stakeholders. Conduct must be guided by IFAD core values, the Code of conduct and a high sense of ethics.
  •  Interpersonal skills: Ability to deal patiently and tactfully with others (e.g. visitors, clients, callers, etc.), including senior individuals (e.g. high-level meeting participants)
  •  Problem solving: Strong systemic and structured thinking, ability to identify and dissect problems into components and formulate a comprehensive set of creative viable and sustainable solutions and strategies
  •  Verbal communication: Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language
  •  Project/Programme mgmt (incl. coordination, design, development): Know-how in Project design and evaluation

Other Information

IFAD is an Equal Opportunity Employer and does not discriminate on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation.

Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org.

This position is included in IFAD internal reassignment exercise and advertised externally in parallel. Should a suitable staff member be identified during the reassignment exercise and the reassignment decision accepted, the recruitment process will be cancelled. In case no suitable candidate is identified through reassignment, the recruitment process will continue.

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