Procurement and Logistics Specialist (Associate) At International Organization for Migration

Job Description

Position Title: Procurement and Logistics Specialist (Associate)

Job classification: G-7

Duty station: Manila (Global) Administrative Centre (MAC)

Type of Appointment: One-Year Fixed-Term with possibility of extension

Salary: Php 873,739 per annum net of taxes

Context

The Manila Supply Chain Unit (MSCU), being part of Manila Administrative Center of IOM, provides advisory, back-office, global warehouse operations and field procurement support services for IOM projects implemented worldwide. MSCU plays an important role by performing Procurement Contracts Review functions before contracts are awarded, ensuring that IOM regulations are applied and adhered to in procurement conducted by Missions and Offices around the world. Among others, MSCU provides guidance and advice on IOM’s procurement policy, e.g. it assists missions in developing procurement strategies, reviewing solicitation documents, proposals and contracts, manage risks, etc.

This position is located in the Global Healthcare Support, Procurement Team under the direct supervision of the Head, Manila Supply Chain Unit. The successful candidate performs the following functions:

Core Functions / Responsibilities

• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required.
• Support the work related to procurement including preparing a procurement plan in coordination with project managers and management of all procurement and contractual aspects of projects related to procurement of diverse services and commodities.
• Contribute to adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.
• Identify and recommend sources of procurement.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
• Enters into negotiation of terms and conditions of orders under the guidance of Senior Procurement and Legal Officers.
• Finalizes purchase orders and contracts for approval; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Review Body for review and subsequent approval by the authorized official.
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received.
• Maintains relevant internal databases and files; keeps track of any contractual agreements and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
• Drafts a variety of correspondence.
• Performs other duties as assigned in the area of administration, as requested by the Head, MSCU.
• Establishes Global and Regional Long-Term Agreements (LTA) in coordination with the Technical Units on a timely manner. Ensures the timely extensions of those LTA’s.
• Tracks the status of requisitions and updates procurement tracker; Prepares procurement monitoring reports and documents as required.
• Oversees the daily operations of the Healthcare Support sub team, reviews and monitors staff work and outputs and ensure timely completion of tasks and establishment of Contracts and PO’s.
• Liaises with counterparts in the HQ/Geneva and facilitate regular meetings to discuss problems and challenges that might need the support of the MHD to be resolved.
• Maintain and enforce medical procurement guidelines in cooperation with the MHD HQ, Center for Disease Control (CDC) and other counterparts to standardize, streamline and facilitate procurement of medical supplies and equipment for MHD operations worldwide.
• Coordinate with MHD to ensure that the specifications and manufacturing quality assurance requirements, including regulatory approvals (if required) are cleared by the dedicated MHD subject matter experts and that the project has capacity or has engaged consultants to help evaluate bids which will be received in response to the procurement exercise.
• In coordination with MSCU head, contribute in the development of Quality Control Mechanism and make recommendations to SCD and MHD on both procedural and policy improvements and efficiencies in healthcare supply chain with view of strengthening internal controls to protect the Organization from risk arising from procurement of products that may harm the population we serve.
• In coordination with MSCU head, Liaise with UN and humanitarian agencies on collaborative tenders.
• Provide guidance on medical procurement to Missions and Offices worldwide, as needed.
• Prepare Request for Payment for submission to Accounts Payable Unit for processing of payment to vendors.
• Undergo duty travel (TDY) for field mission’s procurement assistance, if required.
• Perform other related duties as may be required by the Team Leader or MSCU Head.

Required Qualifications and Experience

Education

• University degree in the relevant field of expertise (Business Administration, Logistics, Management) or alternatively a combination of related education and experience in this field.
• Certification in procurement CIPS or equivalent is desirable.

Experience:

• A minimum of (5) five years of progressively responsible professional experience in procurement, administrative services or related area is required.
• At least (3) three years of professional experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable.
• Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.
• Proficiency in ERP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds.