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
1. PLAN PROCUREMENT ACTIONS FOR ASSIGNED PROJECTS, SOME OF WHICH ARE HIGHLY COMPLEX:
- 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.
- Prepare and finalize Source Selection Plan for complex purchases;
- Post tender requirement in the IOM and UNGM websites for formal solicitations;
- 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.
2. COMPILE AND PRESENT PROCUREMENT DATA FOR PRESENTATIONS AND/OR REPORT MONITORING:
- Follow up with sections to expedite the process of technical evaluation;
- Submit upon initial screening technical proposals to the requisitioner or the BEC for technical evaluation;
- 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;
- Prepare presentations for review and clearance by the MSCU Head and present to MSCU Compliance Review in respect of all proposed contract awards exceeding the GPSU’s authority, and obtain recommendation for approval from the MAC Director.
3. DRAFT AND ISSUE CONTRACTS; AND POST-AWARD FINANCIAL MANAGEMENT
- 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.
- 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.
- Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services. Raise Change Order if required.
- 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.
- 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.
4. Identify new vendors for registration and inclusion in the roster for an enhanced competitiveness and benefit from opportunities for long-term agreements.
5. 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.
6. Support MSCU in creating, maintaining and enforcing general procurement guidelines in cooperation with the Supply Chain Division (SCD), and other donors to standardize, streamline and facilitate procurement of various goods for IOM Operations worldwide.
7. OTHER TASKS AND RESPONSIBILITIES
- Coordinate with Supply Chain Division and different thematic experts on procurement matters related to emergency requirements.
- 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 Business Administration, Accounting or any related field from an accredited academic institution, with three 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 five 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.