Procurement and Logistics Assistant At International Organization for Migration

Position Title: Procurement and Logistics Assistant

Duty Station: IOM Philippines Country Office (Clark City)

Classification: General Service Staff, Ungraded (G-5 Equivalent)

Type of Appointment: Special Short-Term, four (4) months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 04 September 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, it 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. It is one of the factors that makes the organization qualified to deal with the complex issue of migration. IOM sees that diversity is one of the organizational strengths.

IOM aims to foster an inclusive workplace where everyone treats each other (including colleagues and beneficiaries) with dignity and respect.

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 Procurement and Logistics Officer in IOM Clark, Philippines, under the direct supervision of the Sr. Supply Chain Management Assistant, the successful candidate will be accountable and responsible for providing a wide range of procurement and logistics services and general support to the project staff.

Core Functions / Responsibilities:

• Sourcing Tasks:

o Identify local service providers and create related vendor account in the system

o Ensure local administrative and finance procedures are in place and followed in accordance with the IOM regulations, specific to voucher systems.

o Monitor market trends and maintain a database for unit price on commonly procured goods such as livelihood assistance packages, medical equipment and supplies with corresponding applicable material code and regularly share with Operations team for their reference in creating purchase requests

o Maintain and update the vendor’s database including completion of the vendor’s evaluation forms for all vendors contracted by IOM Clark Office.

• Procurement Tasks:

o Prepare procurement plan in close consultation with Procurement Team in Clark and collaboration with Operations team.

o Prepare Request for Quotation, and Bids Analysis Summaries. Solicit and receive quotations, bids, or proposals, perform evaluations, and negotiate conditions of contracts in full compliance with IOM rules and regulations.

o Act as a Procurement Purchase Processor in PRISM. Prepare Purchase Orders (PO) and amendments as required, provide justification, and ensure related supporting documents are uploaded into E-filing database.

o Ensure timely process of requests and delivery of materials/goods and services as required by the project activities in collaboration with Operations team.

o Follow up on PO status and keep abreast of availability of goods or any changes that may affect or modify the pre-determined conditions;

o Monitor the status of delivery to agreed destination including quality check along with the relevant technical team during handover.

o Liaise with customs authorities for goods importation as required by the project deliverables.

o Prepare procurement monitoring report on assigned Purchase Requests and Purchase Orders and communicate with requestors the status of their requests.

o Update IOM asset inventory reports through physical verification and asset tagging with applicable AMR.

o Support the project team in coordination with the project management team including providing context-based recommendations for cost-efficient and effective delivery of services.

o Support on monitoring project services and deliveries are carried out in a timely and efficient manner including providing guidance to local partners involved in the field implementation

• Finance and Related Tasks:

o Prepare Request for payment/OIPA on received goods and services and ensure authorization by the relevant approvers and designated signatories and related supporting documents are uploaded into E-filing database.

o Ensure appropriate funds are available and transferred into vendor vouchers;

o Ensure regular voucher inventory and retrieval from vendors, for records and payment purposes;

o Liaise with the Finance and Administrative Assistant and Resources Management Officer regarding bank transfer payments to vendors.

• Perform any other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Business Administration, Management or relevant field from accredited academic institution with three years of relevant professional experience; Or,
• High School Certificate in above field from an accredited academic institution with five years of relevant experience;
• Certified training on supply chain management, an advantage.

Experience

• Experience preferably in supply chain management of which one year in IOM or any UN system or any international organization will be an advantage;
• Experience in procurement in international and or government process;
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented;
• Knowledge of other applications such as Power Point and Visio an advantage.

Skills

• Strong vendor negotiation and strategic sourcing skills are required;
• Familiarity with goods importation, customs regulations and procedures;
• Team player, ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds.

Languages

For all applicants, fluency in English and Filipino is required (oral and written).

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

The successful candidate 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 promote individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintain high ethical standards and act 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, and makes people feel safe, respected and fairly treated.

Core Competencies – Behavioural Indicators level 1

• Teamwork: Develop and promote 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.

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 notice 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 the candidate is available to work on-site and/or offsite.