Procurement Assistant

Introduction

The ILO commits to support decent work for all, including migrant and refugee workers, by promoting rights at work and decent employment opportunities, enhancing social protection and strengthening the social dialogue. ​ The ILO in Turkey has been supporting refugees’ access to decent work opportunities since 2015 and adopted a comprehensive, holistic and integrated Refugee Response Programme.

The overall objective of the Supporting Resilience and Social Cohesion with Decent Livelihood Opportunities project is to strengthen the resilience and social cohesion of refugees and host communities in Turkey by promoting access to decent work and sustainable livelihood opportunities. The project has been built on three integrated pillars complementing each other to build resilience and strengthen social cohesion among the refugee and host communities through promoting decent work and sustainable livelihood opportunities, (a) investing in a skilled and competent labour supply (b) stimulating job creation and business development, job retention and (c) strengthening labour market governance institutions and enforcement. The activities detailed below are categorized under these three objectives as an integrated approach targeting all actors in supply, demand and governance sides of the labour market through different interventions is proven to contribute to more sustainable solutions.

Objective 1: Refugees and host community members have better access to the labour market and remain in employment through improved employability and employment services and enhanced social cohesion.

Objective 2: More and better income opportunities provided to refugees and host communities through sustainable income generation and job creation.

Objective 3: Working conditions of refugees and host communities improved through enhanced labour market governance and enforcement mechanisms.

The overall project objectives of the project are designed in line with the Outcome of the P&B 2022-2023 with a specific- reference to  Output 7.5 on “increased capacity of constituents to develop fair and  effective labour migration frameworks, institutions and services to project migrant workers” and relevant SDGs, 8 and 10 in particular. 

The Procurement Assistant will closely work with the Finance and Administrative Officer, assist the Senior Project Coordinator and undertake the below mentioned duties.  

Reporting lines:  

The Procurement Assistant will report to the Senior Project Coordinator under the overall supervision of the Director of the ILO Office for Turkey.

Generic Duties

• Assist in the procurement of services and supplies in line with ILO’s financial rules and regulations for the project and arrange for control of distribution and maintenance of inventory records.
• Conduct a market research to identify potential service providers, vendors, implementing partners and experts and their market prices and consolidating all this information into a list for future use by the project.
• Prepare all the necessary documentation for tenders (RFQs, RFBs) including assisting in the preparation of the terms of references and technical specifications.
• Sending the tender documents to potential vendors/service providers and/or arranging for the publication of tender announcements (depending on the procurement threshold).
• Communicating with the potential vendors/service providers to ensure that ILO procedures are followed during the procurement process.
• Collecting and compiling the tender bids, preparation of evaluation forms, assisting the members of the evaluation panel and acting as the Secretary to the Evaluation Committees.
• Assist in the preparation of the evaluation reports and collecting the signatures of panel members on the reports according to the ILO established procurement procedures.

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• Keeping the inventory records of the project.
• Perform necessary tasks under the ILO’s internal integrated resource utilization system (IRIS) and software.
• Follow the customs clearance procedures (if any) of imported goods.
• Establish and maintain a database of contract documentation, terms of references, list of suppliers of goods and services.
• Follow-up on the delivery of goods and services and keeping the inventory records of the project in close cooperation with the Finance and Procurement Officer and the Finance Assistant.
• Assist in the preparation of the draft procurement plans for the project and to update them on a regular basis.
• Perform other duties as may be assigned by the Director of ILO Office for Turkey.

Education

• Completion of secondary school education.

Experience

• At least 6 years of general work experience.
• At least two years of specific professional experience in procurement and purchasing.
• Experience in conducting procurement in the context of donor-funded projects will be an asset.
• Expertise and familiarity with UN, EU and/or ILO procedures will be an asset.

Languages

• Excellent command of English and Turkish both oral and written.  

Competencies

Among nine ILO core competencies, following competencies are particularly important for this position:

Quality Orientation, Integrity and Transparency, Client orientation, Ability to organize work of own and others paying attentions.

Others

Others:

• Ability to reason and make sound judgements.
• Ability to work under pressure.
• Good understanding of the main principles of procurement.
• Ability to use other software packages required by work (Excel, Word, Power Point).
• Good knowledge of clerical practices and procedures, and knowledge of administrative and financial practices.
• Ability to search and retrieve information from market, central databases and compile reports.

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• Ability to search and retrieve information from market, central databases and compile reports.
• Ability to communicate in an appropriate and clear manner.
• Ability to work in a multicultural environment and gender-sensitive attitude.
• Good drafting skills and ability to organize own work.
• Must display a high standard of ethical conduct and exhibit honesty and integrity.
• Ability to communicate effectively both orally and in writing.
• Understanding of principles of non-discrimination and gender equality.
• Demonstrated responsible behaviour and attention to detail.