JOB DESCRIPTION AMNESTY INTERNATIONAL INTERNATIONAL SECRETARIAT (AIIS)

Transcription

1 JOB DESCRIPTION AMNESTY INTERNATIONAL INTERNATIONAL SECRETARIAT (AIIS) JOB TITLE: Procurement Officer DEPARTMENT: Finance Department JOB PURPOSE: The Procurement Officer will support the Procurement & Contracts Manager to: 1. Provide a strategic ethical and flexible procurement service to deliver optimum value for money and drive procurement excellence across the IS to enable it to meet its goals. 2. To manage and administer major contracts for goods and services and associated legal, commercial and reputational risks. DEPARTMENT PURPOSE: The Finance Department of the IS is accountable for approximately 200m of annual global funds raised for human rights work across the world. IS Finance is split across 3 teams to fulfil its purpose: 1) International Accounting Responsible for the consolidated financial information of the IS and its 70 global partners to ensure effective planning, control and monitoring of global income and review of global resource allocation 2) Management Accounting and Procurement Responsible for financial information and analysis of the programmes of work undertaken by the IS, including the Overseas IS offices, procurement activities across the IS. 3) Central Finance Responsible for the financial accounting, processing, governance, treasury and statutory reporting of the IS The IS Finance team exists to ensure accountability of the funds donated or granted to Amnesty, from effective resource allocation, to reporting to donors on project spend, to assisting in global income growth. IS Finance has a responsibility to help maximise the effectiveness of our funding to further the cause of improving global human rights. AIIS PURPOSE: The International Secretariat, which operates from a number of sites around the world, gathers and communicates accurate and action-oriented human rights information globally. We campaign for meaningful human rights change; enable effective human rights activism and work to persuade governments and other actors to uphold universal human rights standards. We provide strategic leadership, support and advice to the Amnesty International movement globally, fostering Amnesty International s contribution, presence and public accountability throughout the world. WORKING RELATIONSHIPS:

2 Reporting to: Procurement & Contracts Manager Posts that this job manages: None Other key relationships: Head of Management Accounts & Procurement; Head of Central Finance; Legal Counsel; IS Programme budget holders; ODHR; Finance & Office Managers, regional office directors, external service providers and contractors. Useful information: Full time post The job holder will on occasion provide cover for the Procurement & Contracts Manager. Location: London, with an ability and willingness to travel to directly develop and support the network of the IS offices overseas when necessary. MAIN RESPONSIBILITIES: (1) Examination Work in collaboration with Finance and IS Managers to regularly review key supplier relationships to ensure ongoing suitability, performance and to identify cost savings. Monitor and meet IS wide and team Procurement Key Performance Indicators, including savings targets, and produce and maintain regular reporting relating to these KPIs Identify and implement new ways of working to ensure that the Procurement Team is able to offer an effective Procurement service to all IS global locations. (2) Enforcement Supervise all procurements of goods and services at the International Secretariat in compliance with best practice policies and procedures, in particular: o direct staff to ensure the competitive selection of suppliers o assist / lead the supplier selection process for higher value procurements in line with the IS Procurement Policy o ensure that procurements meet the organization s high ethical standards. o support staff to implement standard procurement processes and contract management procedures. o monitor instances of Procurement non-compliance and take mitigating actions to ensure adherence to the IS Procurement Policy. (3) Engagement Work with staff across the IS to raise the profile of procurement and promote the use of best practice processes when managing 3 rd party suppliers. Develop and deliver training activities and best practice tools to increase IS staff Procurement competence and adherence to the IS Procurement Policy.

3 (4) Contract and Supplier Management Monitor high value / risk IS contracts and support the ongoing management of supplier performance and awareness of key dates and key contractual events. Identify and implement service and cost improvements via the effective management of key supplier relationships. Assist and advise IS staff with the drafting and interpretation of supplier contracts, in compliance with relevant laws and regulations and internal policies and procedures, liaising with Legal Counsel where required. Maintain a central database to record and store all major IS contracts, including relevant key data such as spend, break clauses, termination dates and contract owners. Other Present significant legal or commercial risks associated with procurement and contract management work to the Procurement & Contracts Manager for discussion and proposed resolution. Work with external organisations to gain and share expertise and realise joint cost savings (where appropriate). Ownership of procurement databases and team reporting requirement. WHAT DOES SUCCESS LOOK LIKE IN THIS JOB? Best practice procurement policy is observed across all parts of the International Secretariat. The International Secretariat obtains maximum value for money and quality of goods / service delivery from all its suppliers, in support of its work and in accordance with its principles. The International Secretariat effectively manages the commercial, legal and reputational risks arising out of its relations with 3 rd party suppliers. Procurement Key Performance Indicators are monitored and met / exceeded to demonstrate Procurement Team performance and the effective management of Procurement related risks to the IS. A central contracts database capturing all major contracts is in place and is used to effectively manage Procurement related risks to the IS, Staff across the International Secretariat receive advice, training and support from the Procurement Team to manage Procurement activities and supplier relationships effectively. SKILLS AND EXPERIENCE: Experience of drafting specialised and routine procurement correspondence with due attention to accuracy, content and

4 consistency of style and content. Experience of procurement processes and best practice. Experience of assisting with contractual queries, negotiation and contract drafting. Experience of identifying and responding to issues to ensure that resolution is achieved in a timely manner. Ability to plan, organise and prioritise ongoing workload as well as deal with planned and reactive work in a timely manner. Ability to create and maintain positive working relationships with internal and external stakeholders at all levels. Ability to assess and implement changes to improve individual and team effectiveness. Ability to influence and persuade internal and external stakeholders at all levels. Able to analyse data, draw conclusions, produce reports and make recommendations. Ability to communicate information and ideas clearly and concisely, both verbally and in writing, to internal and external stakeholders at all levels. Ability to interact and establish good working relationships with people at all levels across a Global organisation, with experience of influencing and negotiating effectively with Senior Management and Board level. HOW YOU WORK - COMPETENCIES: Competency: Delivering Results Working with others Developing oneself and others Contributing to a Dynamic and Effective International Secretariat Making decisions Taking the initiative Communicating and influencing EQUALITY STATEMENT Equality and diversity is at the core of our values and staff are expected to work collectively and individually to promote a constructive and sensitive approach to others from a variety of backgrounds, where the work of others is valued and respected. CONFLICT OF INTEREST Public or other activity, affiliation to or support for any group or organization, personal association or other factor which may generate a real or perceived conflict of interest with Amnesty International s principles (specifically independence and impartiality), or raise a security concern, or otherwise prevent the candidate from carrying out key functions of the specific

5 post and would therefore disqualify the candidate from being appointed.