Procurement Officer

European Institute for Gender Equality
  • Location
    Vilnius, Lithuania
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Apply by
    Jun-04-2018
  • Posted
    May 07

Position description

Based in Vilnius, Lithuania, EIGE is a regulatory agency of the European Union (EU) entrusted with specific objectives envisaged to contribute and strengthen the promotion of gender equality.

To achieve its goals, the Institute collects and analyses comparable and reliable information at EU level and develops appropriate methodological tools for the integration of gender equality into all EU policies. It fosters the exchange of good practices and dialogue between stakeholders and raises EU citizen awareness of this policy area by providing technical assistance to EU institutions, in particular the European Commission, as well as the authorities of the Member States.

In the course of its work to promote and strengthen gender equality, EIGE supports policy-makers with high quality research and comparable data relevant to their work.

The post

Profile

Reporting to the Head of Administration, the Procurement Officer shall contribute to, and facilitate the development, implementation and monitoring of the Institute's procurement function in line with its annual procurement plan.

The jobholder shall play a key role in enabling colleagues from different teams to deal with procurement procedures. This will involve consolidating and enhancing the quality of EIGE's procurement function in accordance with related legal requirements and financial procedures, audits as well as the applicable regulatory frameworks and service requirements. In addition, the post carries Data Protection officer duties in accordance with the relevant regulations and after appointment by the European Data Protection Supervisor (EDPS).

Duties

The main responsibilities of the post include the following tasks and activities:

  • Develop and implement the Institute's procurement plan while ensuring that the applicable financial and procurement policies and procedures are followed;
  • Assist project managers in drafting and administering calls for tender and related follow-up activities, such as evaluation, selection, award and contractual matters;
  • Provide advice internally on procurement procedures and contract management as well as to potential suppliers/service providers;
  • Support market research in order to identify potential contractors and/or in order to ascertain market prices;
  • Conduct staff training and development in procurement matters;
  • Act as initiating agent for commitments and payments, ensuring the legality and regularity of related financial transactions;
  • Prepare replies to information requests from tenderers/potential tenderers as well as to requests for information for auditing and reporting purposes;
  • Facilitate the development of tools and procedures applicable to the procurement function at EIGE;
  • Contribute to the development and availability of template documentation related to the procurement function;
  • Draft legal opinions and policies and provide research and advice in particular, in the area of conflict of interest, governance procedures, data protection, and intellectual property rights.
  • Coordinate and review the work of external professionals supporting EIGE on legal cases.
  • Act as coordinator and advisor for the implementation of the Institute’s conflict of interest policy and related internal procedures.
  • Implement other relevant tasks assigned by the Head of Administration.

Formal requirements & selection criteria

Formal requirements

To be considered eligible for selection, an applicant must meet by the closing date of this call, the following formal requirements:

completed university studies, of at least three years attested by a diploma[2] and appropriate professional experience of at least one year;

  • EU Member State nationality;
  • a good command, both spoken and written, of at least two official EU languages;
  • entitlement to full rights as a citizen;
  • no obligations imposed by national laws concerning military service;   
  • medically certified fitness to perform duties linked to the post.[3]

Selection criteria

Essential

  • University degree in a relevant field (law, economics, accounting, business administration,  etc.) or in a related field;
  • at least three years’ relevant professional experience following the award of a diploma[4];
  • experience and knowledge in the duties as noted in the "Duties" section;
  • a good knowledge of procurement procedures and guidelines;
  • a high level of IT literacy and familiarity with software applications related to procurement;
  • the ability to communicate effectively in written and spoken English, the predominant working language of the Institute;
  • the mind-set to be attentive to detail and to see through to conclusion specific tasks, ensuring that deadlines and quality standards are met;
  • the ability to learn and work in a proactive, autonomous way;
  • evident interpersonal, organisational, administrative and problem solving abilities;
  • a team player who is self-critical towards her/his own performance and shares learning and information as part of a multicultural and multidisciplinary organisation;
  • a high sense of discretion and confidentiality.

Advantageous

  • Knowledge of financial and procurement rules and procedures applicable to EU institutions and bodies;
  • Work experience in EU or international organisations;
  • Previous exposure to international and/or multicultural work environments;
  • A university degree in law;
  • Awareness of and support for gender equality;
  • Knowledge of data protection regulation and related policies.

Selection procedure

The selection procedure includes the following steps:

  • Only duly completed applications submitted electronically within the deadline will be taken into consideration.
  • Each duly completed application will be examined with a view to establishing that the candidate meets all eligibility criteria.
  • Eligible applications will be evaluated by the appointed Selection Committee based on selection criteria defined in this vacancy notice. Depending on the number of applications received, the Selection Committee may apply stricter requirements within the selection criteria noted above.
  • The best-admissible candidates will be short-listed for interviews to be held in Vilnius.
  • Interviews and written tests will be in English.
  • During interviews, the Selection Committee will examine the candidates' profiles and assess their relevance for the post in question. Candidates may also be required to undergo a competency assessment exercise.
  • On the day of interview, candidates will be requested to present originals and copies of documents detailing citizenship in particular of their identity card, passport or other official document specifying citizenship.
  • If at any stage of the procedure, it were established that information in the application has been knowingly falsified, the candidate shall be disqualified from the selection process.
  • Successful candidates will be included in a reserve list which will be valid for 12 months. The validity of this list may be extended. Each candidate will be informed by letter whether or not s/he has been placed on the reserve list. However inclusion of candidates on the reserve list does not guarantee recruitment.
  • The Director of the Institute will appoint the selected jobholder from the reserve list, taking into account a gender balanced, geographically diverse organisation.

The internal proceedings of the Selection Committee are strictly confidential and any contact with its members is strictly forbidden. Soliciting on behalf of a candidate can lead to immediate disqualification.

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

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