Senior Procurement and Logistics Assistant At International Organization for Migration

Position Title: Senior Procurement and Logistics Assistant

Duty station: Doha, Qatar

Job classification: G-6

Type of Appointment: Special Short term, 6 months with possibility of extension

Closing date: 22 March 2022

* This position is for Residents in Qatar Only*

Reference Code: QA 2022-03

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 work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

Context:

Under the overall supervision of the Chief of Mission (CoM) in Qatar, the direct supervision of the Resource Management Officer (RMO) and in close collaboration with the USRAP Site Lead, and the Global Procurement and Supply Unit (GPSU) in the Manila Administrative Centre, the successful candidate will be accountable and responsible for ensuring the appropriate implementation of IOM Instructions and procedures governing procurement in the mission. S/he will be responsible and accountable for providing support to ongoing activities with procurement and logistics services of the mission. S/he will also contribute to providing recommendations aiming at increasing effectiveness and efficiency of ethical procurement and supply chain management in Qatar.

Responsibilities and Accountabilities:

1. Assist in overall logistical and procurement actions within the mission, including: Procurement, Property and Assets Control, Supply and warehousing, Service/Maintenance, Transport and Mission Fleet and contractual agreements.
2. Assist in coordinating the procurement activities and providing specialized support, guidance, and training in the country with respect to IOM’s policies, financial rules and regulations as well as procedures relating to logistics and procurement matters.
3. Ensure timely submission of necessary asset and procurement reports and documentation to relevant Headquarters (HQs) Departments and to Manila Administrative Centre (MAC), as appropriate and produce regular progress reports, statistical information and briefing materials, as required.
4. Assist with the procurement requests, identify service providers and evaluate information regarding vendors’ performance in the areas of quality, prices and delivery of goods in view of the Organization’s best interests; maintain and update databases of preferred suppliers.
5. Solicit bids, quotations, and tender documents; oversee the bidding process and provide support for procurement transactions, analysing them for conformity to specified requirements; conduct appraisals, select suppliers and confirm terms of payment; prepare purchase orders and ensure authorization is received from the RMO and Head of Office.
6. Follow up on purchase order (PO) statuses and keep the head(s) of unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.
7. Ensure that appropriate records are kept on assets disposal; ensure assets are located accordingly and used in IOM’s best interest; and regularly update the asset inventory list.
8. Supervise the Mission’s inventories stored at the warehouses and ensure that a system is in place for receiving and issuing the goods. At year end ensure the physical check of inventories and stocking taking and prepare relevant report for yearend closure of accounts.
9. Monitor maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.
10. Review regularly existing procedures to identify gaps and areas for improvement. Maintain appropriate internal control mechanisms to safeguard the organization’s assets.
11. Provide regular updates to Project management units regarding market opportunities and availability of vendors/suppliers to facilitate improved risk-aware decision-making and enhanced performance.
12. Provide procedural guidance to managers and staff; guide and train other procurement support staff, may directly supervise other procurement support staff if requested.
13. Perform other duties as may be assigned.

Education:

• Bachelors’ degree in Business Administration, Management, Logistics, Procurement, or a related field from an accredited academic institution with four years of relevant experience; or
• High school graduate in the above fields with six years of relevant professional experience.

Experience:

· Experience in procurement and logistics at the international level;

· Experience in high-risk security settings.

· Experience working on complex projects, with a demonstrated record of meeting deadlines.

· Knowledge of asset management processes and procedures.

Skills:

• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services;
• Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM;
• Good communication, interpersonal and organizational skills.
• Ability to draft clearly and concisely reports.
• Good knowledge of Word, Excel and Internet.
• Strong work ethics and commitment to humanitarian principles.
• Ability to work under time constraints and deadlines in challenging settings.
• Capacity to work effectively and harmoniously with colleagues from various cultures and professional background.

Emergency and Crisis

• Works effectively in high-pressure, rapidly changing environments;
• Coordinates actions with emergency response actors and making use of coordination structures;
• Supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors;
• Establishes and maintains effective relationships with implementing partners;
• Makes correct decisions rapidly based on available information.

Languages: Fluency in English and Working knowledge of Arabic (is advantageous)

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

• 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.