Supply Chain Assistant

Job Description

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. 

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​IOM has been operating in Papua New Guinea (PNG) since 2001, working on complex emergencies and providing humanitarian relief while building capacity of the Government for better migration management. Operating through its Country Office in Port Moresby and field-offices across the country, IOM’s programmes focus on disaster risk reduction, emergency preparedness and response, peacebuilding, labour mobility and human development, climate change, countering trafficking in persons, immigration and border governance, legal identity, protection, assisted voluntary return and reintegration, migration, and health.​

Under the overall supervision of the Head of Resources Management Unit and direct supervision of the Supply Chain Officer, the incumbent will carry the following responsibilities;

Responsibilities

Sourcing Tasks:

• Assist to identify local and international service providers; conduct procurement and logistics tasks within the mission, supply, service/maintenance, contractual agreements.

• Solicit bids, quotations, tender documents; organize bidding process and provide support for procurement transactions, 

• prepare bid analysis summary for conformity to specified requirements, conduct appraisals and select suppliers, and confirm terms of payment; prepare purchase orders (PO) and ensure receiving authorization by Chief of Mission and other Mission’s Authorities.

• Assist to coordinate with the IOM Manila Supply Chain Unit (MSCU), especially for procurement above the mission threshold, as well as with in-location intergovernmental and non-governmental agencies, in order, when possible, to utilize their respective procurement networks.

• Follow local administrative and finance procedures in accordance with the IOM regulations, specific to voucher systems.

Procurement Tasks:

• Support the management with the procurement of goods, services, and work per the request specifications.

• Monitor the implementation of appropriate procurement processes, procedures, and solutions.

• Support the analyzis and evaluation of information regarding the vendor's performance as regards quality, prices, delivery, and equipment in conformity with the organization’s requirements.

• Coordinate with other IOM departments for timely procurement and to verify all expected merchandise is available in accordance with PO specifications and in good condition.

• Follow-up on purchase order (PO) status and keep project managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; verify that all expected merchandise is received in accordance with PO specifications; and ensure all goods are in good condition.

• Liaise with the IOM Manila Supply Chain Unit (MSCU), especially for procurement above the mission threshold, as well as with in-location intergovernmental and non-governmental agencies, in order, when possible, to utilize their respective procurement networks.

• Draft contracts and amendments for review by the supervisor.

• In coordination with the Procurement Unit Head and direct supervisor, support the drafting of Long-Term Agreements (LTAs) to achieve best value for money and procurement lead time efficiency.

• In coordination with the supervisor and the programs, provide technical support in preparing and issuing calls for proposals and bidding documents for the tendering processes of the projects. 

• Ensure the bidding process is done fairly, transparently, and in accordance with the set rules and regulations under the procurement manual.

• Support the review of procurement requests, identifies service providers, and evaluates

• information regarding vendors’ performance in the areas of quality, price, and delivery of goods in view of the organization's best interests.

• In coordination with the procurement unit head and direct supervisor, liaise with the UN and other humanitarian agencies on collaborative tenders.

• Conducts tracking and reporting of workflow status.

Qualifications

Required Qualifications and Experience

EDUCATION

High School diploma with four years of relevant professional experience, or

Bachelor’s degree from an accredited academic institution in Business Administration, Management, Logistics, procurement with professional experiences of two  years.

EXPERIENCE

• Experiences in managing diverse procurement and logistics operations.
• Excellent level of computer literacy and good knowledge of SAP/Oracle is an advantage.

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

REQUIRED

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

SECTION 6

Competencies

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.

 

Required Skills

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