Job Description

1. Assist in the implementation and monitoring aspects related to procurement and logistical needs of the Washington Office and its sub offices in accordance with the Organization’s regulations and procedures. 

2. Provide technical guidance to requisitioners and all staff in the office on preparation of specifications and interpretation and implementation of procurement instructions and procedures.

3. Create online Purchase Requisitions (PR) for the office and/or verify PRs submitted to Washington Procurement Unit. 

4. Identify vendors and participate in evaluation of them against compliance, performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Taking under consideration while conducting a bidding process, the value for money, quality, compatibility, payment method, warranty, after selling services, and the company profile and reputation. 

5. Assist in collecting quotations, preparing bids analysis, processing purchase requisitions and purchase orders, and providing support for procurement transactions. 

6. Prepare Purchase Orders (PO) and/or contracts and ensure complete authorization is received according to the internal established guideline and authorization matrix in the office.

7. Follow up on PO statuses and keep the head(s) of unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.

8. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.

9. Support the creation of invoices through the IOM accounting system (WAVE) in compliance with IOM financial rules and procedures and follow up with the Finance Unit to ensure timely settlement of suppliers’ accounts and accurate recording of procurement transactions and commitments in the system.

10. Coordinate with CAS- Asset Accounting for asset related matters such as obtain approval for asset disposal, asset transfer, etc. 

11. Ensure that appropriate records are kept on assets disposal; ensure assets are located accordingly and used in the organization’s best interest; and regularly update the asset inventory list.

12. Assist in the adherence of the mission to stockroom management practices in order to ensure there is no undue overstocking or loss, and control supply stock and monitor consumable materials.

13. Assist in the maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.

14. Assist in vendor management, including compliance to procedure related to vendor registration and evaluation.

15. Assist in preparing Long Term Agreements (LTAs) and/or service contracts for vendors and facilitate the approval processes with the Office of Legal Affairs (LEG) and Manila Supply Chain Unit (MSCU). Create and implement administrative tools for tracking and monitoring of contracts, agreements, and progress of activities toward the achievement of the procurement plans and schedules. 

16. Support the Procurement and Logistics Coordinator and the National Resource Management Officer with period-end activities, including monthly and annual accounts closure, and assist in generating procurement and asset reports required for the closure process.

17. Assist in the development, evaluation, and updating of systems and procedures for procurement/logistics; suggest areas for improvement and risk-mitigation measures.

18. Provide guidance and technical support to procurement focal point and administrative staff in sub-offices to ensure compliance with established procurement procedures.

19. Demonstrate a solid understanding of the IOM Office, as well as the ability to remain professional, impartial and unbiased during all interactions.

20. Perform other duties as may be assigned.

EDUCATION

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or

• High school diploma with five years of relevant professional experience.

• Certification in Procurement, Logistics or Supply Chain Management is an advantage

EXPERIENCE

• Experience in procurement and logistics and working with service providers and vendors.

• Experience with asset management process.

• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage.

• Experience working in an international organisation in a multi-cultural setting is an advantage.

• Experience in training and coordinating teams.

SKILLS

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.

• Knowledge of Oracle highly desirable.

• Ability to work with national and international institutions.

• Ability to prepare clear and concise report.

• Demonstrated ability to and exercise sound judgment.

• Ability to supervise staff and coordinate administrative activities.

• Excellent communication and negotiation skills.

SECTION 5

Languages 

REQUIRED

Fluent in English (oral and written)

DESIRABLE

Working knowledge in other languages.

SECTION 6

Competencies[1]

The incumbent is expected to demonstrate the following values and competencies:

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 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.
 

Responsibilities

Qualifications

Required Skills

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