Associate Procurement Officer (P)

Job Description

Job Identification (Reference Number): 18075
Position Title: Associate Procurement Officer (P)
Duty Station City: Koror
Duty Station Country: Palau
Grade: P-1
Contract Type: Special Short Term Graded (Up to six months with possibility of extension)
Recruiting Type: Professional
Vacancy Type: Special Vacancy Notice
Initial duration: Six months with possibility of extension
Closing date: 05 January 2025

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states: 
   Antigua and Barbuda, Bahamas, Barbados, Comoros, Congo (the), Cook Islands, Dominica, Federated States of Micronesia, Grenada, Guinea-Bissau, Holy See, Iceland, Israel, Kiribati, Lao People's Democratic Republic, Madagascar, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Solomon Islands, Suriname, Tonga, Tuvalu, Vanuatu

Second tier candidates include:
All external candidates, except candidates from non-represented member states of IOM.

Organizational Context and Scope

Under the overall supervision of the Head of Resource Management in Pohnpei and the direct supervision of the Procurement and Logistics Officer in Pohnpei, and in close coordination with the  relevant units, as well as the Global Procurement Supply Unit (GPSU) at the Manila Administrative Centre, the Associate Procurement Officer is responsible for carrying out straightforward and well-defined procurement activities in accordance with instructions, regulations and rules governing IOM management of resources related to procurement in the Mission.

Responsibilities

1. Liaise with main office in Pohnpei and perform initial cost/price analysis as well as pre-award surveys. Prepare background information on procurement consolidation to support completeness prior to the initiation of contractual conditions. 
2. Monitor Procurement Planning to ensure alignment with project timelines and budgets and follow up on procurement needs and ensure timely delivery of goods and services in accordance with organizational requirements.
3. Support bidding and quotation processes, evaluating, and selecting suppliers, and confirming payment terms. Ensure all procurement transactions comply with organizational requirements, prepare purchase orders, contracts, and obtain authorization from the Chief of Mission (CoM) while ensuring adherence to Delegation of Authority (DoA) matrix.
4. Maintain and update the vendor and contractor database to ensure a reliable pool of service providers for the Country Office (CO). Keep accurate and current records of suppliers for NFIs, Reverse Osmosis systems, building materials, and logistics/shipping companies to support ongoing projects and emergency response needs.
5. Review purchase requests to verify completeness and adequacy of information including specifications, quantities, methods of delivery and timelines and communicate with requisitioning staff to clarify information as necessary.
6. Study sources of supply, request quotations from selected sources, examine submitted cost estimates to ensure reasonableness of prices and adequacy of presentations. Make recommendations on the method to be used in the selection of the contractor and firms to be invited to submit bids and proposals.
7. Determine availability of funds, perform financial calculations or currency conversions and take necessary actions to resolve funding problems. Ensure receipts are collected when payment is conducted in cash.
8. Record and track the procurement and logistical needs of the Mission. Ensure follow-up action on contract award and Purchase Order (PO) status. 
9. Update the tracking system for supplies, tools and equipment. Ensure proper tagging of project assets and update the inventory list.
10. Upon receipt of goods or completion of services, support monitoring contractor performance and assist in verifying compliance with contractual terms to facilitate certification and payment processing.
11. Carry out all duties in compliance with IOM's policies and procedures, including those related to prevention of sexual exploitation and abuse and the promotion of a respectful work environment.
12. Perform such other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Master’s Degree in Business Administration, Management, Logistics, Procurement or a related field from an accredited academic institution; or,
• Bachelor’s degree in the above fields with two years of relevant professional experience.
• Certification in Procurement, Logistics or Supply Chain management is an advantage.

Experience

• Experience in procurement and logistics at an international level;
• Experience working on complex projects, specifically meeting timelines; and,
• Previous work experience in international organizations and/or companies an advantage.

Skills

• Good knowledge of information technology;
• Ability to prepare clear and concise reports as well as analyse and interpret source of information and dates;
• Proficient in Microsoft Office applications especially Excel, Word, PowerPoint; and,
• Knowledge of and experience using SAP is an advantage.

Languages

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

For this position, fluency in English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, Russian, Spanish and French) is an advantage.

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 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 2

• 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

Internationally recruited professional staff are required to be mobile.

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.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted. 

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

Required Skills

Job info

Contract Type: Special Short Term Graded (Up to 9 months)
Initial Contract Duration: 6 months
Vacancy Type: Special Vacancy Notice
Recruiting Type: Professional
Grade: P-1
Alternative Required Language 1: English