Procurement and Administrative Assistant

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

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), UN Volunteers with at least twelve (12) months of continuous service in IOM, and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

Organizational Context and Scope

Under the overall supervision of the Head of Office in Bolivia; and, in collaboration with relevant units, the Procurement And Administrative Assistant will support the full procurement and supply chain process by consolidating and verifying requisitions, preparing tenders, obtaining bids, and coordinating purchase approvals and documentation. They will monitor deliveries, review invoices, maintain complete procurement records, and conduct market surveys to identify reliable suppliers. 

Responsibilities

1. Receive, review, and consolidate procurement requisitions, ensuring compliance with the Purchase Authorization Matrix and internal procedures. 

2. Prepare tender documents, solicit quotations or bids, conduct comparative evaluations, and coordinate results with requesting units. 

3. Manage post-approval procurement processes, including confirming terms with suppliers and preparing purchase orders, contracts, and related documentation. 

4. Monitor open requisitions and ensure timely delivery of goods and services, coordinating acceptance and delivery confirmation with relevant units. 

5. Review vendor invoices, prepare payment requests, and coordinate with the Finance Unit to ensure timely payments. 

6. Maintain accurate physical and electronic procurement records throughout the procurement cycle and support the preparation of periodic reports. 

7. Conduct market research and identify, evaluate, and register new suppliers based on quality, pricing, and service standards. 

8. Track contracts, office supplies, and services; manage timely renewals and coordinate payment of utilities and service invoices. 

9. Provide technical guidance to staff on procurement policies and procedures and monitor contractors working on office premises. 

10. Perform operational and logistical support tasks, including asset management, small purchases, external activities, event support, and other duties as assigned.

11. Othe administrative task as required. 

Qualifications

Required Qualifications and Experience

EDUCATION

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with two years of relevant professional experience; or
• High school diploma with three 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;
• Ability to work with national and international institutions; 
• Ability to prepare clear and concise report; 
• Excellent communication and negotiation skills;
• Ability to establish realistic resource requirements to meet IOM needs.

Languages
IOM’s official languages are English, French, and Spanish. 

REQUIRED

For this position, fluency in English is required (oral and written).

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

• 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 (applicable only 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.

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.

The vacancy is open only for Bolivian National or foreigners with valid work permit.

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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