Procurement and Logistics Assistant

VN-US97-2024-42 Procurement and Logistics AssistantPosition Title: Procurement and Logistics AssistantDuty Station: IOM Washington, DC, USA (USRAP)Classification: G-5Type of Appointment: Full-time (100%) Fixed term, one year with possibility ofan extension. Appointment is subject to funding confirmation.Estimated Start Date: As soon as possibleEligibility : US citizens and residents only (work visas or authorizations not permitted)Closing Date: 01 May 2024Salary : $5,508.33 (Monthly)

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.Under the direct supervision of the Procurement and Logistics Coordinator and overall supervision of the National Resources Management Officer; in close coordination with Finance and Administrative staff in IOM Washington USRAP office and its sub-offices; and in collaboration with relevant units at Headquarters and the Administrative Centers.Procurement1. Assist in the implementation and monitoring aspects related to procurement and logistical needs of the Washington Office and its sub offices in accordance with the Organization’s regulations and procedures. 2. Provide technical guidance to requisitioners and all staff in the office on preparation of specifications and interpretation and implementation of procurement instructions and procedures.3. Create online Purchase Requisitions (PR) for the office and/or verify PRs submitted to Washington Procurement Unit. 4. Identify vendors and participate in evaluation of them against compliance, performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Taking under consideration while conducting a bidding process, the value for money, quality, compatibility, payment method, warranty, after selling services, and the company profile and reputation. 5. Assist in collecting quotations, preparing bids analysis, processing purchase requisitions and purchase orders, and providing support for procurement transactions. 6. Prepare Purchase Orders (PO) and/or contracts and ensure complete authorization is received according to the internal established guideline and authorization matrix in the office.7. Follow up on PO statuses and keep the head(s) of unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.8. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.9. Support with submitting payment requests thru the Online Invoice Payable Application (OIPA) for invoices that are linked to PRs and/or POs. Follow up with the Washington Finance Unit to ensure that suppliers’ accounts are settled on time and that procurement transactions and commitments are properly captured in the system.10. Coordinate with CAS- Asset Accounting for asset related matters such as obtain approval for asset disposal, asset transfer, etc. 11. Ensure that appropriate records are kept on assets disposal; ensure assets are located accordingly and used in the organization’s best interest; and regularly update the asset inventory list.12. Assist in the adherence of the mission to stockroom management practices in order to ensure there is no undue overstocking or loss, and control supply stock and monitor consumable materials.13. Assist in the maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.14. Assist in vendor management, including compliance to procedure related to vendor registration and evaluation.15. Assist in preparing Long Term Agreements (LTAs) and/or service contracts for vendors and facilitate the approval processes with the Office of Legal Affairs (LEG) and Manila Supply Chain Unit (MSCU). Create and implement administrative tools for tracking and monitoring of contracts, agreements, and progress of activities toward the achievement of the procurement plans and schedules. 16. Assist in the development, evaluation, and updating of systems and procedures for procurement/logistics; suggest areas for improvement and risk-mitigation measures.17. Provide guidance and technical support to procurement focal point and administrative staff in sub-offices to ensure compliance with established procurement procedures.18. Demonstrate a solid understanding of the IOM Office, as well as the ability to remain professional, impartial and unbiased during all interactions.19. Perform other duties as may be assigned.EDUCATIONUniversity degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; orHigh school diploma with five years of relevant professional experience.Certification in Procurement, Logistics or Supply Chain Management is an advantage.EXPERIENCEExperience in procurement and logistics and working with service providers and vendors.Experience with asset management process.Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage.Experience working in an international organization in a multi-cultural setting is an advantage.Experience in training and coordinating teams.SKILLSProficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.Knowledge of SAP highly desirable.Ability to work with national and international institutions.Ability to prepare clear and concise report.Demonstrated ability to and exercise sound judgment.Ability to supervise staff and coordinate administrative activities.Excellent communication and negotiation skills.LANGUAGEFluency in English is required.COMPENTENCIESThe incumbent is expected to demonstrate the following values and competencies:VALUES - All IOM staff members must abide by and demonstrate these five 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.Courage: Demonstrates willingness to take a stand on issues of importance.Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.CORE COMPETENCIES - Behavioural indicators – Level 2Teamwork: 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.Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.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.NotesThis vacancy does not offer work sponsorship.This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.This post is subject to local recruitment. Only those holding a US Citizenship or Permanent residence for the country where this position is based will be eligible for consideration.Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.