Supply Chain Assistant At International Organization for Migration

Position Title: Supply Chain Assistant

Duty Station: IOM Philippines Country Office (Legazpi)

Classification: General Service Staff, Grade G-5

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 11 July 2024

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. 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 National Resource Management Officer with the direct supervision of the Sr. Supply Chain Management Assistant, the incumbent will be accountable and responsible for performing a range of Supply Chain functions for the mission projects in line with IOM policies, rules, and regulations.

Core Functions / Responsibilities:

Procurement

• Receive, review, and assign Purchase Requisitions from end-users through PR online application.
• Coordinate Requests for Quotations, Bids Analysis Summaries; receipt of quotations, bids or proposals, evaluation of bids and proposals and coordinate contracts in full compliance with IOM rules and regulations.
• Assist in preparing a procurement plan in coordination with the operations unit.
• Identify service providers, and participate in evaluations regarding vendor’s performance, including the quality of goods and services, price, delivery of equipment.
• Act as a Procurement Purchase Processor in PRISM. Prepare purchase orders and ensure receiving authorization by the relevant approvers and designated signatories.
• Update Vendors Master List and participate in supplier selection and evaluation processes.
• Follow up on purchase order status and keep relevant requesting staff informed of estimated delivery times or any changes that may affect or modify the pre-determined delivery conditions.
• Provide all necessary documentation to vendors regarding VAT and Customs Exemption and follow up. Whenever feasible, help the mission obtain access to duty-free goods/services entitlements.
• Perform a regular market search on goods and service providers for the entire Bicol region programming.
• Assist the supply chain management in line with IOM procedures to ensure timely supply of quality goods and services for IOM’s operations.
• Perform other duties as may be assigned.

Logistics

• Organize daily dispatches and routing of service vehicles including delivery trucks during emergency responses. Suggest measures to maximize the productivity of the logistics section.
• Coordinate closely with shipping lines, transport providers, and different related government entities.
• Follow IOM logistics procedures and processes in the IOM office, and logistics section, including filing, and archiving relevant documents.
• Update fuel expenses and vehicle log sheet and submit to CO (country office) on a monthly basis.
• Assist in reviewing the monthly logistics reports and advise the NRMO (National Resource Management Officer) and the Sr. Supply Chain Management Assistant where there are irregularities or areas of concern that needs follow up.
• Perform other duties as may be assigned.

Warehouse

• Compile accurate and timely overall monthly reports (stock/ inventory report, asset management, and procurement tracking/plan).
• Provide support to the procurement team for the effective management of the warehouse processes and deliveries, according to IOM procedures. Ensure SWRF (stock withdrawal request form), WB (waybill), and GRR (goods receiving report) are fully accomplished for outbound and inbound deliveries.
• Conduct regular inventory to verify the accuracy of warehouse stocks.
• Adhere to safety standards such as proper storage, proper filling of materials and use of safety equipment.
• Maintain quality control of all goods/items within the warehouse and provide recommendations and necessary feedback on challenges and issues encountered to the Sr. Supply Chain Management Assistant and NRMO (National Resource Management Officer) for necessary actions.
• Compile accurate and timely overall monthly reports including stock/ inventory reports and asset management covered in the warehousing.
• Review the monthly warehouse reports and advise the Sr. Supply Chain Management Assistant and the NRMO (National Resource Management Officer) where there are irregularities or areas of concern that need follow-ups.
• Support the overall proper management and maintenance of the IOM Legazpi warehouse.
• Perform other duties as may be assigned.

Asset Custodian

• Perform and review regular inventory entries of purchased assets and maintain the Inventory Database in PRISM.
• Track and maintain accurate records of all IOM Legazpi sub-office assets physically versus PRISM records.
• Ensure assets are properly accounted for and coordinated to CO (country office).
• Initiate assets write-off/disposal which are damaged and cannot be used in accordance with company policies.
• Follow procedures to safeguard and protect company assets from loss, theft, or damage.
• Conduct regular inventory to ensure the accuracy of asset records.
• Execute daily MIGO (materials good receipt in prism) requirements.
• Perform other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Logistics and Supply Chain Management Purchasing and Operations Management, Business Administration and Management or a related field from an accredited academic institution, with three years of relevant professional experience; Or,
• School diploma with five years of relevant professional experience.

Experience

• Experience in one or more of the supply chain and logistics ancillary sectors, material control, transport and distribution management, inventory, building management and construction.
• Experience in supply chain management with UN agencies, NGOs or any multinational/multicultural organization will be an advantage.
• Experience in procurement in international and/or government process.
• Experience in using SAP system, MS office applications such as Word and Excel

Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Knowledge on supply management, logistics and warehousing and product quality control.

Languages

• For this position, fluency in Filipino and basic knowledge in English 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 incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• 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.
• 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: 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 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.