Procurement and Logistics Assistant G5

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Responsibilities and Accountabilities

Procurement and Logistics

1. Perform procurement and logistics activities and actions in the mission, including property and assets control and inventory (full cycle), supply and contractual agreements for services and maintenance.

2. Implement and monitor the procurement and logistical activities of the Mission in close coordination with the CoM, RMO. Liaise with Manager/staff (requestor) regarding procurement, logistics and service needs to consolidate overall requirements and optimize the purchasing power.

3. Conduct market surveys to identify potential service providers and participate in the evaluation of Vendor’s performance including but not limited to quality, prices and delivery of goods. Monitor and update the database of vendors and contractors accreditation and evaluation status to ensure a pool of reliable service providers to address the needs of the mission.

4. Analyze procurement requests and ensure relevant requisition documents are duly signed by relevant staff members and authorized by CoM.

5. Solicit bids, quotations and tender documents, participate in the evaluation and selection of suppliers, provide technical inputs, and confirm terms of payment. Support all procurement transactions and analyze them for conformity with specified requirements.

6. Coordinate with Global Procurement and Supply Unit and Manila Administrative Centre (MAC) for all purchases requiring such approval.

7. Prepare purchase orders and ensure authorization is received by the CoM. Perform the relevant PRISM functionalities. Follow up on the status of purchase orders and keep Manager/staff abreast of estimated delivery times or any changes that may affect the delivery conditions. Ensure all expected goods/services are received in accordance with the purchase orders’ /contracts’ specifications. Liaise with the Resource Management Department to ensure timely and adequate processing of payments.

8. Verify that all contracts are cleared by the Legal Department at HQ prior to signature & make Resource Management Department be aware of the contractual terms & conditions. Respond to queries from client, companies, etc. regarding procurement related matters.

9. Monitor that customs clearance of the official and personal freight is carried out without delay to avoid extra payments.

10. Draft letters related to Customs Clearance to be addressed to relevant Government Agencies to ensure smooth clearance of the freights.

11. Handle all insurance needs of IOM property: renewal, claims, adjustments, as well as for reporting annually on all insurance coverage of the Mission to IOM Headquarter.

12. Monitor that office asset inventory is in line with IOM Assets Inventory Policy and maintain updated asset inventory report.

13. Assist in the preparation of cost estimates and participate in budget preparation and formulation for procurement activities under the office.

14. Assist and train the IOM Mission personnel on procurement and logistics issues in accordance with the Organization's policies and procedures, as necessary.

15. Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention.

Assets management

16. Perform logistics tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.

17. Implement IOM asset management strategies, policies, and procedures.

18. Conduct regular asset inspections and assessments to identify maintenance needs and replacement requirements.

19. Establish and monitor a tracking system for supplies, equipment and assets.

20. Prepare and update asset management reports.

21. Perform other duties as maybe assigned.

Required Qualifications and Experience

Education

· University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or

· High school diploma with five years of relevant professional experience

· Certification in Procurement, Logistics or Supply Chain Management is an advantage.

Experience

· Experience in procurement and logistics and working with vendors and service providers;

· Experience with asset management process;

· Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage

· Experience working in an international organisation an advantage.

SKILLS

· High level of computer literacy

· Knowledge of SAP/Oracle highly desirable

· Ability to work with national and international institutions;

· Ability to prepare clear and concise report;

· Excellent communication and negotiation skills

Languages Required

For all applicants, fluency in English and Russian is required (oral and written).

Required Competencies

Competencies1

The incumbent is expected to demonstrate the following values and competencies:

VALUES - All IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences.

Encourages diversity and inclusion.

Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

CORE COMPETENCIES - Behavioural indicators – Level 1

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

The VN is open to candidates residing in the country of the duty station or from a location in a neighbouring country which is within commuting distance of the duty station. Candidates applying from another location outside commuting distance will be considered locally recruited and will not be eligible for allowances or benefits available to eligible internationally recruited staff.

In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting and outside commuting distance, and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their application and completed Personal History Form via mowrecruitmentATiom.int, by 16 July 2024 at the latest, referring to this advertisement. Only shortlisted candidates will be contacted.

Posting period: From 02 July 2024 to 16 July 2024.​​​​​​​