Position Title: Procurement and Logistics Assistant
Duty Station: IOM Philippines Country Office (Maasin City)
Classification: General Service Staff, UG-4**
Type of Appointment : Special short-term Ungraded, three months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date: 04 February 2022
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 a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context:
Under the overall supervision of the Head Satellite Office in Maasin and the direct supervision of the Sr. Finance and Administrative Assistant, the successful candidate will perform the following functions for project implementation in Maasin City.
Core Functions / Responsibilities:
- Conduct overall logistical needs within the Sub-Office, including purchases of vehicles, office equipment, furniture and consumables, property management, assets control, supply, and insurance-related matters.
- Assist in planning of procurement processes and analyses of purchasing trends. Identify logistical bottlenecks and propose the ways to fill in the gaps.
- Prepare and conduct Request For Quotations, Purchase Requests and Bid Analyses receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with IOM rules and regulations.
- Coordinate and liaise with Head sub-Office regarding procurement and service requests and requirements, in order to consolidate overall sub-office/ mission procurement, (or service) requirements and optimize purchasing power.
- Plan and prepare procurement actions and analyze procurement requests, identify service providers, evaluate information regarding vendor's performance regarding quality, prices delivery of equipment in respect of organizations best interests.
- Act as a Procurement Purchase Processor in PRISM. Solicit bids or quotations, analyzing them for conformity to specified requirements, conduct appraisals and select suppliers, and confirm terms of payment. Prepare purchase orders and ensure receiving authorization by the Head of Sub-Office (HoSO) or Chief of Mission (CoM)).
- Check veracity of Vendors Master List, and regularly perform supplier selection and evaluation.
- Follow-up on purchase order status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
- Perform regular inventory entries of purchased assets and maintain Inventory Database in PRISM.
- Monitor stocks from the field office warehouses and perform inventory, check, verifies stock card vs distribution lists and deliveries.
- Manage logistics filing system including, vehicle log sheet, monitoring of gasoline expenses.
- Ensure appropriate funds are available for purchases.
- Ensure receipts are received when payment is conducted in cash. Request authorization from the Head sub-office regarding bank transfer payments.
- Provide all necessary documentation to vendors regarding VAT and Customs Exemption and follow up. Whenever feasible ensure that mission gets duty free goods/services.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- University degree in Business Administration or other related degree from an accredited academic institution, with two years of relevant professional experience in the field of procurement and logistics.
- Completed High School Diploma with four years of relevant professional experience in the field.
Experience
- Minimum of 2 years in procurement and logistic experience.
- Experience in procurement and warehousing is an advantage.
- Experience in international humanitarian response and/or inter-agency programmes.
- Experience supervising local procurement and logistics - working with local or national government agencies and non-government organizations and private sector groups.
- Familiarity with the context in the Provinces of Surigao, Siargao, and Visayan islands an advantage.
- Familiarity with UN and other NGO administrative management, an advantage.
Skills
- Strong technical skills for supply chain necessary.
- Strong organizational and coordination skills needed, with the ability to manage multiple remote tasks simultaneously under time constraints.
- Community engagement and negotiation skills a distinct advantage.
- Familiarity with business administration or management an advantage.
- Computer literacy with MS Office applications and construction drawing software.
- Strong knowledge and understanding of the procurement and logistics context a distinct advantage.
Languages
English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Conversant in Visaya or Ilonggo language is an advantage.
Notes
Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Values - all IOM staff members must abide by and demonstrate these three values:**
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- 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.
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 action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
IOM’s competency framework can be found at this link.
Competencies will be assessed during a competency-based interview.
Other
Any offer made to the candidate in relation to this vacancy announcement is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.