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
The Manila Supply Chain Unit (MSCU) is responsible for implementing the policies and assist with training and dissemination of procurement best practices. MSCU provides advisory, back-office, and field support procurement services on IOM’s projects implemented worldwide, both regular and emergency-related. Among others, it provides guidance and advice on IOM’s procurement policy, e.g. it assists missions in developing procurement strategies, reviewing solicitation documents, proposals and contracts.
To ensure procurement activities are conducted in line with IOM procurement rules and regulations, IOM requires an independent review of the procurement process to specific procurement cases prior to a contract award. The Procurement Process Review is an integral part of internal controls through which MSCU exercises an advisory role to the authorized officials in performing their procurement‐related responsibilities under the IOM Procurement policies, regulations, and rules. The PPR is carried out by the MSCU Compliance and Training Team, located in the Manila Administrative Center (MAC). The team also contributes to the design and delivery of professional training and development activities relating to procurement and assisting missions worldwide in their supply chain training needs and dissemination of the best practices.
Under the direct supervision of the Head, MSCU the National Officer will lead a compliance team, whilst discharging her/his duties and in doing so s/he will supervise staff in the general service category. The successful candidate will assist the Head, MSCU in creation of effective and efficient compliance procurement monitoring and control mechanism in line with the IOM procurement policies and regulations valid for all IOM Missions world-wide, and will actively contribute in relevant procurement knowledge management and capacity building activities of the MSCU.
Core Functions / Responsibilities
- Reviews and assigns the received case presentations to the respective team reviewers within established SLAs.
- Ensures the timely and efficient review and submission of the case analysis for approval.
- Makes a recommendation on the proposed contract awards submitted by Country Offices (COs).
- Reviews submissions and draft case analysis prior to submission for MSCU Head’s consideration, seeks for clarifications, if necessary.
- Submits the procurement review case analysis and recommendations for approval, rejection, or deferral to the Procurement Authority within the established SLAs.
- Supervises and manages the work of the MSCU Compliance and Training Team.
- Advises the Director, MAC and Supply Chain Division (SCD) on the statistics, improvements and systemic issues in IOM procurement processes.
- Rates the quality of the submission based on the established guidelines.
- Ensures the case is routed back to the requesting office within the established service level agreements.
- Maintains a permanent and secure record of all PPR reviews, recommendations, and case presentations.
- Compiles statistics on the workload, activities and other matters pertaining to the PPR.
- Analyses MSCU recommendations and identifies systemic trends and issues in the procurement process.
- Monitors CO’s procurement compliance within the given procurement instructions and threshold by using developed monitoring mechanisms.
- Assists in creating and/or updating procurement procedures, SOPs and/or templates, if required.
- Contributes to the increase of internal control by following the subsequent record of documents like PO, delivery receipt, details of payments made, quantities received, and dates when received.
- Assists Head of MSCU in developing and deploying adequate training tools for supply chain practitioner.
- Provides advice, capacity-building, coaching and guidance on policy and operational issues to ensure compliance with IOM procurement rules and regulations.
- Advises and reviews the sourcing/procurement strategies by Missions and identifies risks and proper mitigation measures.
- Mainstreams UN procurement principles, as well as IOM internal policies throughout the region.
- Captures analyses and reports on procurement data from the different Missions and Offices of IOM.
- Performs other duties as may be required by MSCU Head.
Education
- Master’s degree in Business Administration or any related field from an accredited academic institution with two years of relevant work experience; or
- Completed bachelor’s degree with four years of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one-year experience in UN system or multinational organization.
Experience
- Professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one-year experience in UN system or multinational organization.
- Extensive knowledge in SAP;
- Computer literacy including proficiency in MS Office and other applications such as PowerPoint and Visio;
- Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail-oriented;
- Specialized trainings on procurement and logistics an advantage.
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.
Managerial Competencies
Empowering others
Creates an enabling environment where staff can contribute their best and develop their potential.
Leadership
Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
Strategic Thinking and Vision
Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 2 March 2023. VN Number and Position Title (VN 024/2023 – National Procurement Officer) 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.