Under the general direction of the Manager, Procurement Services, provides Centre‑wide procurement and logistics services, including but not limited to, procuring goods and services in accordance with IDRC policy and standards; providing guidance, advice and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to the IDRC; supporting the Manager in the discharge of her/his responsibilities and development of new tools; and performing other duties, as assigned.
Primary Duties or Responsibilities
- provides advice and guidance to clients on procurement matters, and coaches clients on relevant processes (i.e. Requests for Proposals (RFP), Requests for Quotations (RFQ), bid evaluation criteria other competitive procurement tools) to ensure client needs are met, the IDRC obtains best value, and to ensure procurement processes are perceived by suppliers as fair, open and ethical;
- analyses procurement requirements and selects the most appropriate methods based on interpretation and assessment of established policies, practices, and experience;
- plans, organizes and leads the bid solicitation process including drafting and issuing RFQ, RFP, developing bid evaluation criteria and guiding clients on processes involved;
- chairs bid evaluation committees, ensures the integrity of the competitive process, facilitates bidder debriefings, and exercises appropriate judgement and tact while ensuring to protect confidential information;
- analyses, negotiates and prepares contractual agreements, ensuring appropriate terms and conditions are included to protect the interests of the IDRC;
- monitors and reviews progress of contractual agreements, reviews and approves invoices for payment, resolves any problems that arise, performs post contract evaluations, creates and maintains procurement records, including electronic records in the IDRC’s Enterprise Resource Planning (ERP) system, Oracle, and other systems, ensuring accuracy and integrity of data;
- provides advice and guidance to clients on shipping methods and services, risks, and costs for domestic and international shipments, analyses logistical requirements and decides on appropriate methods and services to use, based on standard practice, and plans, executes and monitors shipments;
- provides required written authorizations, and prepares/issues instructions and import/export documentation to suppliers, freight forwarders, and/or carriers, to ensure timely and safe arrival of goods, and compliance with domestic and international shipping regulations, Customs regulations etc., and takes necessary action to resolve problems/disputes;
- as subject matter expert for the ERP Purchasing module, provides technical advice and participates in the design, development, modification, testing and implementation of selected Finance and Administration systems.
Scope of Job
The Procurement Officer is responsible for ensuring that the services she/he provides are in accordance with IDRC policy, procedures, industry standards, Resources Branch mandate, as well as clients’ needs.
She/he performs as a member of the Finance and Administration Division providing support to other colleagues and providing input to develop and implement new tools, operational or other improvements, as appropriate.
She/he influences decisions regarding procurement of goods and services and related logistics, which impacts Centre budgets, work schedules, and the effectiveness of IDRC projects and operations.
The incumbent must be able to determine and define requirements in order to provide accurate advice, guidance and recommendations. To do this, the incumbent must ask sufficient questions of the parties involved, rely on previous experience and knowledge, and interpret, assess and communicate current IDRC policy, practices and procedures, as well as industry practice.