SVN11290 Procurement and Logistics Assistant - G5

Context

Under the overall guidance of the Head of Mission in Lebanon, and under the direct supervision of the Supply Chain Officer in Beirut, the incumbent shall be responsible for carrying procurement and logistics functions in accordance with IOM’s regulations, rules and procedures. In particular, the incumbent will:

RESPONSIBILITIES

• Participate in planning procurement actions for assigned projects, some of which are highly complex:

a) Review, record and prioritize purchasing requests, obtain additional information and or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services; b) Prepare and finalize Source Selection Plan for complex purchases; c) Post tender requirement in the IOM and UNGM websites for formal solicitations; d) Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved.

• Compile and present procurement data for presentations and/or report monitoring:

a) Follow up with sections to expedite the process of technical evaluation; b) Submit upon initial screening technical proposals to the requisitioner or the BEC for technical evaluation; c) Prepare and analyze abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible; d) Prepare presentations for review and clearance by MSCU Procurement Process Review in Manila in respect of all proposed contract awards exceeding the IOM Procurement Threshold and obtain recommendation for approval from MAC Director.

• Draft and issue Contracts; and post-award financial management

a) Draft Purchase Orders, Supply and Service Contracts, Lease Agreements, Amendment to the Contracts and POs, Prepare Statement of Awards, Ensure that Contracts/PO are timely renewed; b) Resolve routine issues/problems related to delivered goods / rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received; c) Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services. Raise Change Order if required; d) Liaise permanently with the rest of the Units in order to ensure that contracts/ purchase orders are timely renewed; and follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action; e) Maintain relevant internal database and files, keeps track of any contractual agreements and informs respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery.

• Identify new vendors for registration and inclusion in the roster for an enhanced competitiveness and benefit from opportunities for long-term agreements.
• Support Supply Chain Officer in creating, maintaining and enforcing procurement guidelines to standardize, streamline and facilitate procurement of various commodities for IOM Operations in Lebanon.

OTHER TASKS

• Coordinate with the Various Units on office equipment and fixture requirements
• Prepare procurement monitoring reports and documents as required.
• Prepare Request for Payment through Online Invoice Processing Application (OIPA) for processing of payment to vendors.
• Perform other related duties as required.

QUALIFICATIONS

Education

• University degree in Business Administration, Procurement and Supply, Management or a related field from an accredited academic institution with three years relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one year experience in UN system or multi-national organization; or
• High School Diploma/Secondary education with five years of relevant professional experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• A minimum of three years of progressively responsible professional experience in procurement, administrative services or related area is required.
• At least three years of professional experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable.
• Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.
• A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.

Skills

• Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Team player: ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds

Languages

• For this position, fluency in English, Arabic is required (oral and written).

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these three 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.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies