Job Description

Under the overall supervision of Chief of Mission and direct supervision of Head of Resources Management, and in close collaboration with the Programme Managers, the incumbent will provide operational support to Mission’s Procurement and Logistics Unit and assist with government liaison-related processes. 

Responsibilities

1. In coordination with the Project Manager and Head of Resources Management, support the planning and implementation of procurement and contractual activities for projects including the procurement of services and commodities (e.g. information technology, electronic equipment and instructions, vehicles, medicines, foodstuffs, building lease, maintenance of material, office supplies, construction, furniture, air charter, freight and forwarding, etc.) taking into account local market conditions.   
2. Provide support and guidance to requisitioning units on procurement procedures and available options, in line with IOM Procurement Manual and Delegation of Authority.
3. Liaise with the Finance Department to verify that prior to the final ordering and delivery of any equipment/materials, the project ID, account code and budget line item have been determined. 
4. Support the inspection process for supplies, services and equipment purchased to ensure conformance with specifications. With reference to Purchase Orders, process receipts in the system upon confirmation from requisitioners. 
5. Provide procedural support to offices and units on procurement-related policies, rules and standard operating procedures. 
6. Supervise and provide training to procurement and logistics staff. Support tenders and make sure that competitive bidding processes are followed and that all procurement actions are conducted fairly and impartially. The evaluation process includes reviews of quality, compatibility, payment method, warranty, after selling services, maintenance, and the company profile / reputation.
7. Support the application of warehouse and asset management procedures, including coordination with technical staff, suppliers and manufacturers for repairs, maintenance and warranty matters.
8. Monitor storage conditions of office supplies, maintain registry and conduct periodic stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner.
9. Contribute to quarterly and annual physical inventories, monitoring of assets in the Kuala Lumpur Office and maintain fixed assets registry accordingly. 
10. Support assets disposal processes in accordance with IOM procedures and assist with proper recording and labelling of fixed.
11. Maintain organized filing systems for procurement documentation, including quotations, purchase orders, expenditure records, and receipts.
12. Assist in the preparation and administration of service agreements and contracts, including tracking amendments or extensions and coordinating with LEG Department for review, as required.   
13.  Provide administrative and coordination support in government-related processes, including:
    1. Collecting and sharing information on relevant government rules, procedures and requirements.
    2. Supporting coordination with government entities for mission-related administrative processes.
    3. Assisting with visa issuance, permits, vehicle registration, duty and tax exemptions, and custom clearance, as applicable.

14. Provide guidance to new or junior staff, as required, on procurement and logistics procedures.

15. Undertake other duties that may be assigned.

Qualifications

EDUCATION

• Master’s degree in Business Administration from accredited academic institution;

  or

• Bachelor’s degree in above field with two years of professional experience.

EXPERIENCE

• Work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Experience supporting results-based projects and activities.
• Experience working well under pressure while keeping abreast with tight deadlines.

SKILLS

• Computer literacy and good knowledge of the MS Office 365 and ERP system.

• Good negotiation and planning skills.

• Team-work oriented capacity to work independently; personal commitment, efficiency, flexibility, experience in working effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.

Required Skills

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