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
This position is located in Manila Administrative Center, Global Supply Chain Unit, Global Procurement Support Team under the direct supervision of the Team Leader and the overall supervision of the Head, Manila Supply Chain Unit.
The Manila Supply Chain Unit (MSCU), being part of Manila Administrative Center of IOM, provides advisory, back-office, global warehouse operations and field procurement support services for IOM projects implemented worldwide. The procuremet support team carries out global solicitation processes for the purpose of establishing global and regional long-term agreements (LTAs) which can be used by all missions globally and satisfy the mission most recurring and critical needs. The team also provides procurement support services for emergency operations and for other IOM offices that require additional capacity and support to enable missions to execute their projects and achieve objectives.
Core Functions / Responsibilities
- Assist Unit Head and Team Lead in managing and ensuring effective controls and processes are in place to ensure completeness, accuracy, and timeliness of procurement transactions by MSCU procurement staff for Field Missions.
- Plan and facilitate procurement actions for assigned projects for global, regional and country Mission requirements, most 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 Bid Evaluation Committee for technical evaluation; c) Prepare and analyze 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 MSCU Head and present for procurement compliance review in respect of all proposed contract awards exceeding the MSCU’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.
- Work in coordination with HQ Supply Chain Division and thematic specialists, for providing operational procurement, logistic and emergency support on critical requirements.
- Provide assistance to field missions on shipping methods and services, risk and costs for domestic and international shipments.
- In coordination with the MSCU Head and Team Lead, establish and manage Global Long Term Agreements to achieve best value for money and procurement lead-time efficiency.
- In coordination with the MSCU Head and Team Lead, liaise with UN and humanitarian agencies on collaborative tenders.
- Build, manage, and review global vendor list with their qualifications and compliance to business needs through market research, participation on exhibits and collaboration with UN and other humanitarian agencies
- Undergo duty travel (TDY) for field mission’s procurement assistance.
- Seek clarification and/or obtain documents from suppliers/vendors if required in the technical and financial evaluation.
- Prepare procurement monitoring reports and documents as required.
- Prepare Request for Payment for submission to Accounts Payable Unit for timely processing of payment to vendors. Perform other related duties as may be required.
Education
- University degree Business Administration, Accounting or any related field from an accredited academic institution, 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; or
- Completed High school degree from an accredited academic institution, with six years of relevant professional experience;
- Trainings, diploma courses on procurement (at least CIPS Level 2 or similar) and logistics an advantage.
Experience
- Professional experience in public procurement and logistics.
- Experience in public procurement oversight, contract review, advisory is desirable.
- Strong analytical and critical thinking skills
- Proficiency in MS Office applications such as Word. Power Point and Excel; knowledge of other applications such as Power BI and Visio will be desirable;
- Excellent communications, teamwork and organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail-oriented.
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.
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.
Delivering results
Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
How to apply
Interested candidates are invited to submit their applications online by clicking on the APPLY button and completing the profile registration.