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. 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 of the MSCU and the direct supervision of the Team Leader, MSCU Procurement Support Team, the Procurement Assistant will provide procurement support to Missions worldwide including the Manila Administrative Centre (MAC).
Core Functions / Responsibilities
The Procurement Assistant will be responsible for carrying out the following:
- Plan procurement actions for assigned projects, some of which are highly complex: a) Review, record and prioritize purchasing requests, obtain additional information and or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services; b) Prepare and finalize Source Selection Plan for complex purchases; c) Post tender requirement in the IOM and UNGM websites for formal solicitations; d) Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved.
- Compile and present procurement data for presentations and/or report monitoring: a) Follow up with sections to expedite the process of technical evaluation; b) Submit upon initial screening technical proposals to the requisitioner or the BEAC for technical evaluation; c) Prepare and analyse abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible; d) Prepare presentations for review and clearance by the GPSU Head and present to GPSU Compliance Review in respect of all proposed contract awards exceeding the GPSU’s authority, and obtain recommendation for approval from the MAC Director .
- Draft and issue Contracts; and post-award financial management a) Draft Purchase Orders, Supply and Service Contracts, Lease Agreements, Amendment to the Contracts and POs, Prepare Statement of Awards, Ensure that Contracts/PO are timely renewed; b) Resolve issues/problems related to delivered goods / rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received; c) Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services. Raise Change Order if required; d) Liaise permanently with the rest of the Procurement Units in order to ensure that contracts/ purchase orders are timely renewed; and follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action; e) Maintain relevant internal database and files, keeps track of any contractual agreements and informs respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery.
- Identify new vendors for registration and inclusion in the roster for an enhanced competitiveness and benefit from opportunities for long-term agreements.
- Serve as point of contact and liaison with UN staff and other stakeholders for procurement, ERP related issues and other logistical matters. Effectively use the Organization’s ERP system to generate procurement related reports and suitable data required for procurement reporting.
- Support GPSU in creating, maintaining and enforcing general procurement guidelines in cooperation with the Procurement Supply Division (PSD), and other donors to standardize, streamline and facilitate procurement of various goods for IOM Operations worldwide.
OTHER TASKS
- Coordinate with the different thematic experts on procurement matters.
- Prepare procurement monitoring reports and documents as required.
- Prepare Request for Payment for submission to Accounts Payable Unit for processing of payment to vendors.
- Provide guidance on general procurement issues as needed.
- Perform other related duties as required.
Education
- University degree in Procurement, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience.
- Completed High School with five years or relevant professional experience.
Experience
- Professional experience in procurement, administrative services or related area is required.
- At least 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.
- A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.
- Proficiency in SAP, 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.
- 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 this position, fluency in English is required. Knowledge of a second official UN language is desirable.
Values
Inclusion and respect for diversity
Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
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
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.
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.
Teamwork
Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 24 February 2023. VN Number and Position Title (VN 022/2023 – Procurement Assistant) should be specified in the SUBJECT field.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted and an offer will be made following the confirmation of funding.