SVN11291 Procurement and Logistics Assistant - G4

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Under the overall guidance of the Supply Chain Officer (SCO), and the direct supervision of the Senior Procurement and Logistics Assistant, the incumbent shall be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures. In particular, the incumbent will:

RESPONSIBILITIES

1. Proactively maintain inventory of household and office supplies and ensure coordination with Procurement and Logistics Staff for the timely replenishment of supplies. Ensure Monthly Inventory report is up to date and without discrepancy.
2. Release household and office supplies to requesting staff and ensuring the receipt is properly documented.
3. Receive, check and inspect goods/services delivered by supplier ensuring the goods and services are in accordance with the requirements outlined in IOM order. In cases when goods are to be delivered directly to beneficiaries or Implementing Partner, visit supplier warehouse and perform check and inspection of the goods. Prepare and submit inspection report to Supply Chain Officer.
4. Record the receipt in ERP in a timely manner.
5. Assist in providing procurement, logistical and administrative support in a timely and efficient manner in the acquisition of a wide variety of goods and services for efficient field operations.
6. Assist in drafting and preparing tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) including bid evaluations based on the nature of the requirements and cost of procurement involved.
7. Assist in obtaining quotations/proposals and ensure submission within required timeframe
8. Assist in coordinating with end users in the review and evaluation of quotations/proposals against the specifications/terms of reference/statement of work and in consideration of best value for money.
9. Assist in preparing and issuing Purchase Orders/Supply or Service Contracts.
10. Maintain records of all processed transactions ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc. are kept.

Other Tasks:
11.Prepare procurement monitoring reports and documents as required
12. Prepare Request for Payment through Online Invoice Processing Application (OIPA) for submission to Accounts Payable Unit for timely processing of payment to vendors.
13. Perform other duties as may be assigned.

QUALIFICATIONS

Education

• High School Diploma with four years of relevant experience.
• University degree in the relevant field of expertise (Business Administration, Logistics, Management) or alternatively a combination of related education and experience in this field with two years of relevant experience.

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

Experience

• A minimum of two years of progressively responsible professional experience in procurement, administrative services or related area is required.
• At least one year 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 and other ERP applications, 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 and Arabic are 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