Job Description
Introduction
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration
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 and internal-equivalent candidates are considered as first-tier candidates.
Organizational Context and Scope
Under the overall guidance of the Senior Resources Management Officer in Ankara and under the direct supervision of the National Supply Chain Officer in Ankara and in close coordination with the Head of Office in Istanbul, the incumbent will be responsible for the following tasks:
Responsibilities
Coordinate and support the implementation and monitoring of procurement and logistics activities across all IOM Istanbul office locations to ensure timely and effective program delivery, under the guidance of the National Supply Chain Officer in Ankara.
Support the day-to-day coordination of the Supply Chain Unit in Istanbul and contribute to its effective functioning; participate in internal and external meetings as required.
Liaise with the National Supply Chain Officer in Ankara and the Head of Sub-office in Istanbul regarding procurement requests and requirements, to consolidate overall procurement requirements and support alignment with organizational priorities.
Assist in the implementation and monitoring of procurement and logistical activities to support IOM’s humanitarian activities including procurement and contracting of goods/works/services, warehousing, documentation, insurance management, customs clearance, asset control, fleet coordination and related logistics functions.
Prepare and post all assigned Purchase Requisitions (PRs) and Purchase Orders (POs) into WAVE 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. Support verification that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts and monitor vendor compliance.
Support the collection of quotations/proposals/bids through procurement processes (RFQ, ITB, RFP) in line with procedures, and assist in preparing BAS and finalizing Purchase Orders.
Liaise with the Supply Chain Officer in Ankara to ensure payment terms are acceptable (if none standard).
Identify vendors and participate in the evaluation process of performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation.
Ensure proper receipt of ordered goods/services/works, inspection, and documentation, including “Goods Receipt Notes (GRNs)”, and follow up on invoices and payments in coordination with the Finance Unit to ensure that suppliers’ accounts are settled on time.
Conduct regular vendors’ checks and market surveys to maintain knowledge of the availability, quality and prices of different supplies and goods in the local market.
Conduct field visits to the other IOM facilities, such as; the MHD clinic, FAP office, CO training center, etc, when necessary, and gather information about their needs and demands.
Carry out printing product and visibility item procurement requests of all the projects and operations in timely manner within the implementation schedule.
Prepare, draft, and update property lease contracts, rental agreements, and various service agreements (including medical, transportation, and hotel services), ensuring all amendments are accurately incorporated; in coordination with the Supply Chain Officer in Ankara to facilitate timely review processes, as well as MSCU and LEG coordination for further action.
Conduct outdoor activities when necessary for checking prices, collecting bids, shopping with cash, handing over the commodities to the beneficiaries, etc.
Assist with the preparations of the programs workshops and training activities/events, in relation to hotels arrangements, catering services, technical equipment’s rental and translation related services.
Arrange translation services (simultaneous, consecutive and written) in relation to the workshops and training activities/events.
Assist IOM Medical Unit for their requests including medicines, vaccines, medical equipment, and consumables for IOM facilities and programs in compliance with national regulations, quality standards, and donor requirements.
Ensure newly procured assets are accurately registered in WAVE, and support the Istanbul Office Asset Manager in assets tagging with asset code stickers before assigning them to end users.
Ensure that the “Assets Assignment Forms” are signed by the recipients when assigning assets to IOM staff members for work related matters. Ensure that the “Assets Handover Forms” are signed by the staff member when handing over assets back to stock.
Support the annual asset count and report results to the Ankara Supply Chain Unit; maintain accurate inventory records, support proper asset management and disposal, and coordinate with the Supply Chain Officer to verify assets are appropriately located and utilized in IOM’s best interest.
Undertake all asset related transactions such as disposal (ADFs) and transfer (ATFs) between IOM Turkey and other missions by coordination with CAS in MAC and keep appropriate records in the file including the duly signed Donation Agreements and/or Donation Acceptance Forms.
Assist the programs with the procurement and donation of the beneficiary items and coordinating logistical distribution of the same to the end-users (beneficiaries / government counterparts) nation-wide.
Perform custom clearance operations to release items imported by IOM. Process the dispatch and receipt of the consignments and cargo shipments.
Monitor and support the replenishment of kitchen, office, and general supplies, including stationery, ensuring optimal stock levels are maintained at all times while preventing overstocking, shortages, or losses.
Support the coordination of the operational status of IOM Istanbul’s fleet, including IOM Vehicles and rental vehicles, by overseeing fuel consumption, drivers’ daily movements, and logbooks; ensure regular verification of records, timely maintenance and service coordination, and accurate entry of all vehicle data and monthly running costs into the fleet management system.
Ensure and verify that private use calculations of IOM Vehicles prepared accurately and completely before submitting for settlement.
Assist with the coordination and ordering the transport services through the contracted transportation companies with conciliation and verification of their submitted invoices.
On a routine basis assist in identifying procurement and logistics challenges and bottlenecks and suggest solutions and recommendations to the National Supply Chain Officer and Senior Resources Management Officer.
Update the filing 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 National Procurement and Logistics Officer and Senior Management Resources Officer.
Undertake any other duties within the incumbent’s capabilities that might be assigned.
Qualifications
Required Qualifications and Experience
Education
- Degree in business administration, Logistics, Supply Chain Management, or any other related fields with 4 (four) years of relevant professional experience or
- School diploma with six (6) years of relevant experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
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 an advantage;
- Experience in training and coordinating teams.
Skills
- High level of computer literacy;
- 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;
- Ability to establish realistic resource requirements to meet IOM needs.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in English and Turkish is required. Any other language is an asset.
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, if 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
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
Job info
Contract Type: Special Short Term Graded (Up to 9 months)Initial Contract Duration: 6
Org Type: Country Office
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-6
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No