Job Description
Applications are welcome from internal and external candidates. 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, internal candidates are considered first-tier candidates.
Context
Under the overall supervision of the Head of Resources Management Unit (RMU) in Philippines, the administrative supervision of the Programme Manager in Cotabato and the technical supervision of the National Supply Chain Officer in Manila, the National Supply Chain Officer will be responsible for the technical management of supply chain activities at the sub-office level. The successful candidate will be ensuring that supply chain processes are implemented efficiently and in accordance with IOM policies and procedures.
Responsibilities
- Supervise and monitor the implementation of procurement activities in the sub-office within established internal control mechanisms. Ensure bidding processes are done fairly, transparently and in accordance with the set rules and regulations under the IOM Procurement Manual IN/168 Rev3 and IN/284
- Contribute to the management of the supply chain activities in the Sub-Office and Satellite Offices, including planning, procurement, warehouse management, transport and distribution, fleet, assets and facilities management, logistics information management and reporting, and provide support, guidance and training to the relevant staff with respect to the related policies, rules and regulations.
- Liaise with the Country Office, Supply Chain Unit on all matters related to applying best practices and relevant administrative procedures.
- Analyze procurement requests, identify service providers, and evaluate information regarding vendor's performance regarding quality, prices, and delivery of goods in view of the Organization’s best interests.
- Follow-up on status of purchase orders and keep project managers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
- Oversee and manage all warehouse operations at the sub-office, including receipt, storage, dispatch, and inventory control of goods and supplies.
- Train and supervise procurement and logistics assistants in the Cotabato Sub-Office to ensure they conform to established procedures and assist in producing monthly and regular reports. Acting as a point of referral and supporting them with simple analysis and queries
- Support the planning and coordination of supply chain activities within the sub-office, including procurement, transport, and distribution of goods. Monitor and update information/database for vendor/contractor accreditation and evaluation process to ensure availability of pool reliable vendors and contractors to address the needs of the country.
- Responsible to coordinate the regular stock counts, maintain accurate inventory records, and prepare periodic warehouse reports for submission to the main office.
- Monitor the maintenance and repair of warehouse facilities and equipment, coordinating with service providers as needed. Support and monitor the maintenance and repair of office facilities, including preventive maintenance. Contribute to the establishment of maintenance agreements with competent service providers when it is feasible and determined to be cost effective.
- Liaise with local vendors and service providers for procurement and logistics needs, ensuring timely and cost-effective delivery of goods and services. Maintain a pool of qualified vendors.
- Liaise with the programme management and provide technical support in preparing and issuance of “Call for Proposals” and bidding documents for the tendering processes of the programmes/projects. Ensure bidding processes are conducted fairly, transparently and in accordance with the existing procurement rules and regulations.
- Contribute to the establishment and management of robust appropriate internal control mechanisms for Supply Chain Management process to safeguard the Organization's assets and prevent fraud, while ensuring that country specific administrative procedures are in place and followed in accordance with the Organization's rules and regulations.
- Perform such other duties as may be assigned.
Qualifications
Education
Master’s degree in Business Administration, Supply Chain Management, Logistics, Procurement, or a related field from an accredited academic institution; or,
University degree in the above fields with two years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
Experience in managing diverse procurement and logistics operations; and,
Demonstrated experience in training and supervising teams of co-workers, managing vendors and suppliers.
Skills
Extensive knowledge of IOM/UN internal procurement and financial rules, as well as IOM's system and processes as they apply to procurement and logistics; and,
Excellent level of computer literacy and good knowledge of WAVE is an advantage.
Languages
For this position, fluency in Tagaloc and English is required (oral and written).
IOM’s official languages are English, French and Spanish.
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.
Managerial Competencies – behavioural indicators (Level 2) (applicable only if position is with direct reports)
- Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
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.
- National Professional Officers should be nationals of the country of their employment. NPOs perform work at the professional level and the same standards of recruitment qualifications and performance, required for International Professional staff.
- 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.
- 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 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: IOM Careers and Job Vacancies
Required Skills
Job info
Contract Type: Fixed-term (1 year with possibility of extension)Org Type: Country Office - Sub Office
Vacancy Type: Vacancy Notice
Recruiting Type: National Officer
Grade: NO-A
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No
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Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.