Under the overall supervision of the Senior Resource Management Officer and the direct supervision of the National Procurement and Logistics Officer, the incumbent will provide general procurement assistance to the MAC units in line with IOM policies, rules and regulations.
Assist the National Procurement and Logistics officer with preparing and conducting:ย
1.ย ย ย ย ย ย ย ย Request for Quotations, Purchase Requisitions, Bids Analysis Summaries; receipt of quotations, bids, or proposals, making arrangements for certain conditions of contracts in full compliance with IOM rules and regulations.ย
2.ย ย ย ย ย ย ย ย Closely coordinate with end users and internal stake holder in the preparation of correct specifications, terms or reference or scope of work and make necessary recommendation.
3.ย ย ย ย ย ย ย ย Verify all purchases are reviewed and approved in line to the Purchase Authorization
4.ย ย ย ย ย ย ย ย Assist in following up with vendors on the status of requisition, purchase orders and in Matrix and in coordination with National Procurement and Logistics Officer.
5.ย ย ย ย ย ย ย ย Coordinate with requestor and suppliers/service providers on timely delivery of ordered goods and services.
6.ย ย ย ย ย ย ย ย Maintain proper filing system of procurement documentation in line to the role
7.ย ย ย ย ย ย ย ย Keep requesting staff informed of estimate time of delivery and services or any changes that may affect or modify the pre-determined delivery schedule and conditions.
8.ย ย ย ย ย ย ย ย Monitor that all purchases are done through System (ERP).
9.ย ย ย ย ย ย ย ย Handle Staff Augmentation/Outsourcing and Insurance, including the following:
Staff Augmentation/Outsourcing
Closely coordinate with various internal stake holders such as but not limited to the following: ICT Project Managers and Supervisors, MHD, etc. Closely coordinate with different service providers in line with staff augmentation/outsourcing issue and needsย Assist Common Services focal in PRF creation Closely coordinate with MAC Accounts payable for payment with issuesย Process payments for the rendered service by the consultant, monthly basis Make PPR for accumulated transaction with USD 200k and above amount Closely coordinate with MSCU (Manila Supply Chain Unit) for PPR reviewInsurance
Support the annual renewal of MAC and IOM Warehouse insurance policies, including: Property All Risk,ย Commercial General Liability,ย Electronic Equipment Insurance,ย Motor Vehicle Insurance (comprehensive, TPL and Passenger) with the following raider, Fidelity, etc. Make cost benefit analysis to make sure that the coverage is beneficial to IOM MAC Process Insurance Claims Endorse insurance10.ย ย ย ย ย ย ย Review Requisitions and Purchase Orders to verify that goods or services are still to be received/rendered or cancelled, as necessary.
11.ย ย ย ย ย ย ย For system compliance, gather and maintain Vendor Information Sheet from vendors/service providers, for review and filing.
12.ย ย ย ย ย ย ย At the request of the supervisor, participate in staff development and training processes.
13.ย ย ย ย ย ย ย Act with integrity, professionalism and in accordance with IOMโs Code of Conduct always.
14.ย ย ย ย ย ย ย Perform other related duties as required.ย
Education
Bachelorโs degree in Business Administration, Accounting or a related field from an accredited academic institution, with three (3) year of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one year experience in UN system or multinational organization; or High School diploma with five (5) years of relevant professional experience. Trainings and diploma courses on procurement is an advantage.ยAccredited Universities are those listed in theย UNESCO World Higher Education Database.
Experience
Experience performing procurement, supply chain management related tasks of which six (6) months in any UN system or any multi-cultural organization will be an advantage; Work experience in Oracle module is an advantage Computer literacy including MS Office applications such as Word, Excel.Skills
Proficient in using MS Office applications and other ERP Excellent, organization skills with the ability to manage multiple task simultaneously under time constraints, accurate and detail oriented.ยLanguages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.Required Competencies
IOMโs competency framework can be found atย this link. Competencies will be assessed during the selection process.
Valuesย - 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 Competenciesย โ 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 Organizationโs 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
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. 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. 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. 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. 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. 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:ย IOM Careers and Job Vacancies