Job Description
Under the overall supervision of the Supply Chain Officer and direct supervision of the National Supply Chain Officer, the incumbent will assist for supporting the procurement processes for the acquisition of goods and services that allow the development of the activities proposed for the execution of the objectives of IOM's Mission in Damascus, Syria, in accordance with IOM’s regulations, rules and procedures.
Responsibilities
Liaise with the National Supply Chain Officer regarding procurement requests and requirements, to consolidate overall procurement requirements and optimize purchasing power. Assist in the implementation and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities including carrying out tasks related to procurement, supply and contracting of goods/works/services, fleet management, asset management, documentation, and equipment up-grading.
Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBS/s and the final authorization of the programme and CoM or his/her designated officer.
Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into IOM Syria Portal and ORACLE accurately and timely; properly capture all procurement requests and commitments in the system. Follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions. Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts. Monitor the vendors for the compliance to the Purchase Orders. Conduct the due-diligence of potential vendors as required.
Collect respective quotations/proposals/bids through publishing tenders and inviting companies for bidding process from IOM Syria Portal module, following the procurement procedures, creating BAS and finalizing with Purchase Orders.
Ensure that Purchase Orders are captured and committed in timely manner in ORACLE.
Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received. Following invoices for received goods/services.
Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
Conduct regular vendors’ checks and market surveys to ensure a full knowledge of the availability, quality and prices of different supplies and goods in the local market.
Register all the newly procured assets in ORACLE and assign respective Assets Master Numbers. Assist with the annual physical stock count of IOM assets in all offices. Keep the assets inventory records instantly updated of all IOM assets, including staff assigned assets
Carry out printing product requests of all the projects and operations in timely manner within the implementation schedule.
Arrange for events such as; meetings, workshops, trainings, etc, at the hotels when applicable. Conducting outdoor activities when necessary for checking prices, collecting bids, shopping with cash, handing over the commodities to the beneficiaries, etc.
Arrange for printing and translation services related to the hotel events.
Assist in coordinating onsite maintenance when required, including electrical network and light fixtures, water and sewage system, furniture, wall painting, carpentry, garden and A/C system.
Coordinate and monitor the work of external contractors when conducting office related maintenance works.
Conduct regular inspection of office premises and ensure functionality of the entire office and its equipment.
Update the archiving system with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, contracts, etc.
When required, drive IOM vehicle for official/authorized business either for transporting IOM staff members and/or due to other type of service (visiting the market, government entities, airport, customs, vehicles service and registration, etc) as per the authorized routing following the UNDSS/SSU rules and regulations, and as advised by the Resources Management Assistant. When required, manage office pool vehicles.
Perform other duties as may be assigned.
Qualifications
EDUCATION
Bachelor’s degree in Business Administration, Procurement, logistics and/or any related field with three years of relevant experience, or
School diploma with five years of relevant experience.
EXPERIENCE
Effectively applies specialized knowledge of logistics and procurement to timely source goods and services;
Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM;
Knowledge of SAP , ORACLE, MS Project and common software applications such as Word, Excel, PowerPoint and Access;
Demonstrated ability to maintain integrity in performing responsibilities assigned;
SKILLS
High level of computer literacy
Ability to work with national and international institutions;
Ability to prepare clear and concise report;
Excellent communication and negotiation skills
Understanding of IOM Procurement and Logistics policies, rules
Previous experience with the UN and other International Agencies
Required Skills
Job info
Contract Type: Special Short Term Graded (Up to 9 months)Initial Contract Duration: 6 months with possibility of extension
Org Type: Country Office
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-5
Is this S/VN based in an L3 office or in support to an L3 emergency response?: Yes