Job Description

Responsibilities

1. Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.

2. Assist supervisor in more complex, higher-value purchases.

3. Prepare tender documents, solicit bids and quotations as applicable; prepare necessary templates, forms, reports, bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.

4. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations. 

5. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes. 

6. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers. 

7. Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention. 

8. Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests. 

9. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices. 

10. Provide briefing and technical guidance to all staff in the office on procurement related instructions and procedures.

11. Perform logistics tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. 

12. Coordinate the timely and secure shipment and customs clearance of goods, liaising with freight forwarders and internal/external stakeholders to ensure compliance with relevant import/export regulations for goods imported by the Mission as international technical assistance, humanitarian aid or diplomatic cargo.

13. Provide training and guidance to new/junior staff in the unit. 

14. Perform such other duties as may be assigned.

Qualifications

EDUCATION

• University degree in Business Administration or Management, Accounting, Logistics, Supply Chain Management, Law, Economics 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 vendors and service providers;

• 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 an advantage.

SKILLS

• High level of computer literacy;

• Knowledge of Oracle ERP (Wave) highly desirable;

• Ability to work with national and international institutions; 

• Ability to prepare clear and concise report; 

• Excellent communication and negotiation skills.

Languages

For this position, fluency in English and Ukrainian is required.

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 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.

Notes

Only shortlisted candidates will be contacted.

Please refer to this link for guidance on IOM Job Category.

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.

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

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.

No late applications will be accepted. 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

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