Procurement Analyst/Regional Procurement Coordinator – 091610
International Finance Corporation (IFC), a member of the World Bank Group, fosters sustainable economic growth in developing countries by financing private sector investment, mobilizing private capital in local and international financial markets, and providing advisory services to businesses and governments. IFC s vision is to assist poor people to escape poverty and improve their lives through the development of the private sector. International Finance Corporation (IFC) executes a growing number of donor funded programs that provide technical assistance and advisory services (AS), promote foreign direct investment and develop small and medium enterprises in developing countries. These programs are executed via a network of businesses or facilities, known as Donor Funded Operations (DFO). In line with expanding Advisory Services (AS) activities IFC Senior Management has recently established a new procurement function, IFC Procurement Coordination Unit (CFAPC) within the Financial and Accounting (CFA) to provide overall coordination and oversight of procurement activities for IFC procurement and to improve compliance with existing procurement procedure rules. Based upon a Service Level Agreement between IFC and IBRD, and managed by the CFAPC, GSD Corporate Procurement Unit (GSDPR) provides procurement support for IFC on all types of procurement. In addition, procurement support is also provided by IFC procurement staff established in the field (and HQ) in order to provide DFO and AS Units with primary local support and guidance on procurement issues. One of the IFC procurement staff within HQ or region will be appointed as a Regional Procurement Coordinator (Focal Point), and serve as a liaison with the CFAPC and GSDPR. This position is typically located within an IFC Donor Funded Operation (DFO) or IFC Department handling Advisory Services and/or investment-related procurement of consultant services. The Regional Procurement Focal Point has a direct reporting line to the Director/General Manager of the Department/DFO and a dual reporting line to CFAPC. This position will either be based in Jakarta, Indonesia or Manila, Philippines.
Duties and Accountabilities:
- The role of the Regional Procurement Focal Point is to provide a full range of administrative procurement support and advice to IFC staff handling operational (AS and Investment) or administrative procurement throughout the entire contract management process including consultant selection, contract requisition, supervision and evaluation under his/her jurisdiction. The Regional Procurement Focal Point also coordinates and provides support and assistance to all IFC staff supporting procurement under his/her jurisdiction to ensure procurement advice and contract administration is consistent with existing policies. Finally, the Regional Procurement focal point is an integral member of the IFC Procurement Network under the supervision of CFAPC. The responsibilities of the Regional Procurement Focal Point include: In liaise with GSDPR, provide up-front guidance/advice to IFC operational and administrative staff on the application of WBG/IFC s current procurement policies and procedures and best practice as related to procurement (selection) and contract administration (contracting, contract supervision and evaluation);
- Provide contract management training for IFC DFO and/or IFC Department operational and administrative staff involved in the procurement of consultant services on all aspects of the WBG policies and procedures;
- Liaise with CFAPC, in order to coordinate procurement issues within a region, and being part of the Procurement Network;
- Liaise with CFAPC on compliance and oversight issues. Advice/Guidance
- Keep abreast of new /revised WB/IFC procurement policies/procedures/guide- lines and ensure they are communicated and implemented within the region.
- In liaison with GSDPR, provide reference, guidance, and advice to IFC operational staff on IFC procurement policies and procedures, and best practice throughout the contract management process (consultant selection and contract administration).
- In liaison with CFAPC, assist in the development/ revision, validation and implementation of procurement policies and procedures.
- In liaison with CFAPC, identify operational gaps in IFC contract management procedures and recommend improvements to existing processes, best practice, tools, and systems to achieve operational efficiency within the IFC DFO or IFC Department. Procurement (Selection) Process Support
- In liaison with GSDPR, provide assistance to IFC operational staff as to appropriate: 1) communication (advertisement) venues; 2) selection methods; 3) selection criteria; and 4) scoring methodologies.
- In liaison with GSDPR assist IFC operational staff (Financial Products (investment) and Advisory Services) throughout the procurement (consultant selection) process.
- Assist in the development of procurement plans, implementation schedules, and contract supervision plans including contract performance evaluation criteria.
- Review/evaluate project proposals/TORs with the view to identify potential risks/implications with proposed procurement (selection) plan/method and provide advice to mitigate any risks for possible misprocurement in consultation with GSDPR.
- Point of reference for eConsultant for the Selection of Consultants web-based system (i.e. eConsultant Champion) for the IFC DFO or IFC Department.
- Conduct initial routine review of procurement (selection) documentation to ensure quality of supporting documents and compliance with established standards.
- Ensure issues and/or deviations from IFC procurement policies and procedures are escalated to CFAPC for follow through and immediate resolution.
- Assist IFC operational staff in identifying potential conflict of interests and refer to the GSDPR for advice/ guidance.
- Maintain the consultant contract files including the compilation of all procurement documentation to support the consultant selection. Contract Administration Support
- Review Requests for Requisition and requisite procurement (selection) documentation submitted by the Task Manager for completeness and compliance with IFC procurement policies and procedures, guidelines and best practice.
- Liaise with vendors and GSDPR to facilitate vendor registration process (as needed).
- Lead local procurement team and delegate transaction and or contract administration tasks as appropriate.
- Liaise with GSDPR (firms) and CHARS (STCs) to ensure timely issuance of consultant contracts/letters of appointment. Training and Knowledge Sharing
- Liaise with CFAPC in the development of a contract management training plan/strategy for the IFC operational/administrative and procurement staff under his/her jurisdiction.
- Conduct regular procurement training sessions (including orientation sessions for newly hired Task Managers) on relevant contract management issues in coordination with CFAPC.
- Raise awareness on contract management issues through circulating important information (notifications) to project task teams on common procedural and/or administrative issues/ problems and lessons learned. Compliance, Monitoring and Reporting
- Monitor consultant selection activities for compliance with IFC procurement policies and procedures and bring issues of non-compliance to the attention of the CFAPC.
- Assist in the preparation of Procurement Compliance Report of procurement activities.
- Assist with the development and implementation of any plan to correct identified non-compliance issues.
- Assist in the preparation and perform initial quality assurance check of any compliance/monitoring reports, data requested by CFAPC. Miscellaneous
- Keep abreast of current activities within IFC Procurement Network and maintain productive working relationships with IFC Procurement Network members.
- Establish and maintain strong professional working relationships both internal and external to IFC including WB Corporate Procurement (GSDPR), IFC HR (CHARS), Accounts Payable and external consultants (firms and STCs). Competencies The Procurement Coordinator should be able to:
- Work independently (or with supervision) on complex/new issues;
- Identify and discuss issues; organize and prioritize work to meet deadlines;
- Understand, consistently apply and advise others on IFC procurement policies, best practice, systems and tools;
- Establish and maintain productive working relationships with internal and external clients; and
- Exercise good judgment, tact and discretion in responding to inquiries and dealing with sensitive and confidential matters.
- Associate degree in a relevant discipline (preferable law, procurement, finance, business or commerce) with at least 5 years of administrative experience in a corporate setting.
- Solid knowledge and understanding of WBG procurement policies and procedures, process and best practice.
- Proven practical skills in the area of procurement and contract administration.
- Advanced skills in Microsoft Office, Internet, Lotus Notes and SAP applications.
- Conceptual, analytical and problem-solving skills.
- Excellent organizational skills.
- Accuracy with keen attention to detail.
- Ability to work under tight deadlines.
- Knowledge of IFC Donor Funded Operations and Advisory Services operations.
- Strong communication skills with the ability to prepare, present and discuss findings in written or oral form.
- Ability to work both independently and as a team player.
- Good command of the English language.
- Willingness to travel within the region (as needed). As a representative of the World Bank Group, all professional activities are expected to be consistent with our Core Values: personal honesty, integrity, commitment, working together in teams – with openness and trust, empowering others and respecting differences, encouraging risk-taking and responsibility. All applications will be treated in strict confidence and ONLY short-listed candidates will be contacted. No telephone calls, faxes or letters will be accepted.
Application Deadline: 5 October 2009