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Procurement Specialist


  • Organization: UNV - United Nations Volunteers
  • Location: Poland
  • Grade: Level not specified
  • Occupational Groups:
    • Procurement
  • Closing Date: 2022-07-04


Mission and objectives

IOM has been active in Poland since 2002 under an agreement with the Polish government and conducts various migration programs, including activities supporting the integration of male and female migrants into Polish society. The Office has been working for years with state institutions, local governments and employers, providing information, training and direct support to people with migration experience, including Polish citizens. In addition, IOM in Poland implements projects aimed at the private sector to promote ethical recruitment, respect for the rights of migrants and migrant women as well as the elimination of forced labour from value chains and the prevention of human trafficking.


Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental, and non-governmental partners. The International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to: assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration, and; uphold the human dignity and well-being of migrants. IOM has been active in Poland since 2002 under an agreement with the Polish government and conducts various migration programs, as well humanitarian activities. Followingthe outbreak of the war in Ukraine on 24 February’22, Poland has been on the frontline of the humanitarian emergency response. Notably, an estimated 2.6 million (including over 100,000 Third Country Nationals - TCNs) have crossed its borders. IOM provides multi-sectoral humanitarian assistance to affected populations in Poland, with a view to alleviating suffering, mitigating and addressing vulnerabilities through direct assistance, as well as promoting the inclusion and empowerment of refugees and migrants.

Task description

Under the direct supervision of Head of Resources Management, and, in collaboration with the Emergency Coordination and the Ukraine response team the successful candidate will provide support on procurement and logistics functions for the Mission: 1. Assist in the implementation of the Supply Chain Management functions, specifically of the Procurement and Logistics actions within the Mission and the correct implementation of the contractual agreements. 2. Assist in preparing and conducting Requests for Quotations, Purchase Requisitions, Bids Analysis Summaries, and receipt of quotations, bids or proposals, making arrangements and ensuring that certain conditions of contracts are in full compliance with IOM rules and regulations. 3. Assist in following up with vendors on the status of requisitions, purchase orders and ensuring timely delivery of goods and services. 4. Keep requesting staff informed of estimated time of delivery or any changes that may affect or modify the pre-determined delivery schedule and conditions. 5. Gather and maintain Vendor Information Sheet from vendors/service providers for Country Office (CO) Poland vendors for review and filing, with a focus on SAP compliance. 6. Provide support in Logistics, following standard processes and contributing, directly or indirectly, to the effective delivery of programmed supplies. Liaise with internal and external stakeholders to support logistics operations management and contribute to effective service delivery. 7. Assist in maintaining appropriate warehousing and inventory management processes in support of the country programme/project implementation. Provide accurate and complete accounting and reporting data, and make sure internal control systems are in place, and relevant records are properly maintained. 8. Prepare stacking and storage plans to ensure appropriate storage, assessing availability and optimize use of space. Comply with proper IOM administrative procedures (SOPs) and standards for stock keeping. 9. Ensure, through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective Purchase Orders (PO) /Contracts. 10. Ensure proper storage (hardcopy and e-filling) of IOM documents and records for proper utilization. 11. Assist in preparation of regular progress reports, statistical information and briefing material as required. 12. Perform any other duty that may be assigned. Results/expected outputs: • As an active IOM team member, efficient, timely, responsive, client-friendly and high-quality support rendered to IOM and its beneficiaries in the accomplishment of her/his functions, including: Results/Outputs can be modified as appropriate; should not entirely mirror the task description but serve as a basis for workplan and deliverables]. o Develop a communication strategy and strengthen donor engagement. o Ensure timely reporting in line with donors’ requirements. o Support effective coordination with IOM’s partners, including governments, UN agencies, and other humanitarian actors. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.