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 Resource Management Officer and the direct supervision of the Senior Procurement and Logistics assistant, the successful candidate will provide general procurement assistance to the MAC units in line with IOM policies, rules and regulations.
Core Functions / Responsibilities
- Assist the National Procurement & Logistic Officer with preparing and conducting.
- Requests for Quotations, Purchase Requisitions, Evaluation Form Summaries; receipt of quotations, bids or proposals, making arrangements for certain conditions of contracts in full compliance with IOM rules and regulations.
- Closely coordinate with end users in the preparation of correct specifications, terms or reference or scope of work and make necessary recommendation.
- Verify all purchases are reviewed and approved in line to the Purchase Authorization.
- Assist in following up with vendors on the status of requisition, purchase orders and in Matrix and in coordination with National Procurement & Logistic Officer.
- Coordinate with requestor and suppliers/service providers on timely delivery of ordered goods and services.
- Maintain proper filing system of procurement documentation.
- Keep requesting staff informed of estimate time of delivery or any changes that may affect or modify the pre-determined delivery schedule and conditions.
- Ensure all purchases are done through PRISM.
- Requisitions and Purchase Orders to ensure that goods or services are still to be received/rendered or cancelled, as necessary.
- For SAP compliance, gather and maintain Vendor Information Sheet from vendors/service providers for MAC Procurement & Logistics Unit vendors for review and filing.
- Timely processing of ABUMN, Reclass and Deletion of asset.
- Handling of Telerad Unit request.
- MAC IT Equipment, Office furniture and Fixture.
- MAC Cleaning and Office Supplies.
- Perform other related duties as required.
- At the request of the supervisor, participate in staff development and training processes.
- Act with integrity, professionalism and in accordance with IOM’s Code of Conduct always.
- Undertake other duties that may be assigned from time to time which are commensurate to the position.
Education
- University degree in Business Administration, Accounting or a related field from an accredited academic institution, with at least two (2) years of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation with at least two (2) years experience in UN system or multinational organization; or,
- Completed High School degree from an accredited academic institution, with three (3) years of relevant professional experience.
Experience
- Experience performing procurement, supply chain management related tasks of which six months in any UN system or any multi-cultural organization will be an advantage.
- Computer literacy including MS Office applications such as Word, Excel, etc.
- Work experience using SAP procurement module is an advantage.
Languages
English and French are the working languages of the UN Secretariat. 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 15 August 2023. VN Number and Position Title (VN 144/2023 – Procurement Assistant) should be specified in the SUBJECT field.
Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.
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.