Purchasing Officer

THE EXECUTIVE DIRECTORATE (EXD)

The Executive Directorate (EXD) is the steward of OECD resources, on behalf of the Secretary-General. Our focus is on people and their wellbeing; the effective and efficient management of the budget; the safety and security of staff, Delegations, visitors, and of the OECD’s data; maintaining and sustaining physical and digital infrastructure; and enabling the convening power of the OECD through conferences, meetings and events, whether virtual, physical or hybrid. As well as providing corporate services, functions and management support to our staff and Members, we provide integrated, strategic and expert advice on corporate policies and management issues to the Secretary-General, to Council and to Standing Committees, to which we regularly report on corporate matters. We also provide risk management functions (for management areas under our purview). Ours is a fast-paced environment focused on delivering management excellence across all our functions.

THE CONFERENCE, SECURITY AND INFRASTRUCTURE SERVICE (EXD/CSI)

Within the OECD's Executive Directorate (EXD), the Conference, Security and Infrastructure Service (EXD/CSI) is responsible for facilitating conferences that bring together delegates from our 38 Member countries, key partners and other stakeholders, for language services (interpretation and translation), for safety and fire security of OECD staff, delegates and visitors, and for the management and operation of OECD buildings in Paris and OECD Centres abroad.

THE POSITION

Within EXD, the Shared Services Unit harmonises corporate processes common to both the Conference, Security and Infrastructure Service (EXD/CSI) and the Digital Knowledge and Information Service (EXD/DKI). With a team of approximately 15 dynamic and expert staff, the Unit manages the Organisation’s largest procurement contracts and operational budgets, which are fundamental to enable the Organisation to deliver. This core team at the heart of the Organisation’s corporate services is central in ensuring essential services, business continuity, and the overall smooth operational running of the Organisation. The Shared Services Unit is located in EXD/CSI and has dual reporting lines to the Deputy Head of Service and the Head of EXD/DKI.

EXD/CSI and EXD/DKI is looking for an experienced Purchasing Officer to carry out a range of tasks in the field of purchasing. The selected candidate will be based in the Shared Services Unit and work under the direct supervision of the Procurement Manager, working closely with CSI and DKI Heads of Division and managers across both services and beyond.

Job Description

Main Responsibilities

Administrative Management of CSI and DKI Purchasing

• In close collaboration with managers, assist with the development of the annual purchasing programme, participate in the execution of this programme and ensure it is updated throughout the year.
• Participate and coordinate in the timely execution of all aspects related to call for tenders and market consultation processes including: analysis of and support to initial needs; preparation of calls for tenders and market consultation drafts for publication; analysis of offers from suppliers on technical and commercial aspects; preparation of files for presentation to the Procurement Board; preparation of both standard and specific contracts and administrative and technical annexes (prepared by managers responsible) accompanying the main contract, in liaison with the Legal Service (SGE/LEG) and Corporate Procurement Group (EXD/PBF/CPG), and according to the detailed CSI framework.
• Conduct research and analysis concerning legal issues relative to the preparation of contracts and amendments.
• Advise and collaborate with concerned managers on market research initiatives aimed at identifying new suppliers and solutions for effective procurement.
• Ensure that efficiencies and value for money are taken into account for new and existing contracts and make proposals to improve CSI and DKI procurement.
• Ensure that CSI and DKI purchasing procedures are fully compliant with the OECD Financial Regulations and Procedures for Procurement.
• Collaborate with EXD/PBF/CPG on purchasing issues, and with the Shared Services Budget team to ensure that budgetary considerations are considered at every step of the procurement cycle.
• Keep abreast of and provide input on reforms in procurement procedures, participating as necessary in working groups and ensuring that the Service’s needs are taken into account.

Reporting and Monitoring of CSI and DKI Purchasing Activity

• Assist with elaborating reporting on all aspects of CSI and DKI purchasing activity, including the definition of indicators and provision of regular reporting to senior managers.
• Provide input on CSI and DKI procurement for corporate reports, including the Value for Money report.

Qualifications

Ideal Candidate Profile

Academic Background

• A university degree in business administration, international or public business law, procurement or related field.

Professional Background

• At least three years’ experience working in an international organisation/national public administration or international environment.
• Very good knowledge of the Organisation’s structure, processes, regulations and administrative systems or experience in a similar international structure, in particular for procurement.
• Solid experience in procurement preparation and implementation. Proven experience in drafting technical, analytical and administrative documents and ability to communicate information clearly and concisely in written form for official purposes.
• Experience in producing financial and activity reports.
• Ability to work accurately and autonomously.

Tools

• Proficiency in the use of standard software applications (MS Office) and reporting tools.
• Ability to adapt to new systems.

Languages

• Given the nature of the role, fluency in both OECD official languages (English and French) is preferred.
• Knowledge of other languages would be an asset.

Core Competencies

• OECD staff are expected to demonstrate behaviours aligned to six core competencies which will be assessed as part of this hiring processes: Vision and Strategy (Level 1); Enable People (Level 1); Ethics and Integrity (Level 1); Collaboration and Horizontality (Level 2); Achieve Results (Level 1); Innovate and Embrace Change (Level 1).
• There are three possible levels for each competency. The level for each competency is determined according to the specific needs of each job role and its associated grade.
• To learn more about the definitions for each competency for levels 1-3, please refer to OECD Core Competencies.

Additional Information

Contract Duration

• Two-year fixed term appointment, with the possibility of renewal.

What the OECD offers (External Only)

• Depending on level of experience, monthly salary starts at 4 995 EUR, plus allowances based on eligibility, exempt of French income tax.
• Click here to learn more about what we offer and why the OECD is a great place to work.
• Click here to browse our People Management Guidebook and learn more about all aspects relating to people at the OECD, our workplace environment and many other policies supporting staff in their daily life.
• Please note that the appointment may be made at one grade lower in the specified job family, based on the qualifications and professional experience of the selected applicant.

Closing Date

This vacancy will be filled as soon as possible, and applications should reach us no later than midnight on 5 January 2025 (CEST).