Senior Procurement Associate

Job Description

Context

Under the overall supervision of the Chief of Mission, Supply Chain Officer and the direct supervision of the National Supply Chain Officer, the incumbent shall be responsible for carrying out procurement, common services and logistics functions in accordance with IOM’s regulations, rules and procedures.

Responsibilities

• In coordination with the National Supply Chain Officer, supervise the Procurement and Logistics Assistants and Procurement and Administrative Assistant in the daily operations. Conduct capacity building activities and manage performance of the staff under his/her supervision.
• Assist in the planning, implementation, controlling and monitoring aspects related to procurement, common services and logistical needs to support projects and any other IOM’s humanitarian activities within the mission, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up-grading, assets management.
• Liaise with the Supply Chain Officer regarding procurement, common services (office management, repairs and maintenance) and service requests and requirements, to consolidate overall mission procurement requirements and optimize purchasing power.
• Participate in planning procurement actions and analysis of procurement requests.
• Ensure that the Purchase Requisition Forms submitted to Procurement Unit are perfectly completed; regarding needful signatures, and WBS/s. Ensure financial authorization is received from the Program Managers, RMO, CoM, and GPSU/MAC according to Purchase Authorization Threshold.
• Identify service providers and participate in evaluation of vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates
• Solicit and analyze bids for conformity to specifications, verify with Finance Unit that appropriate funds are available for each purchase.
• Conduct supplier appraisals and select suppliers. Taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile/reputation.
• Make sure to get a suitable delivery period which meets the projects implementation schedule.
• Follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
• Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
• By coordination with the Supply Chain Officer, ensure that LEG Dept in Geneva has reviewed and endorsed the agreements/contracts prior to their signature.
• Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received and perform MIGO in PRISM.
• Send all goods and assets to field offices using most efficient way.
• Liaise with field offices and field procurement assistants to confirm all items sent are properly received and PRISM is updated.
• Conduct first review of vendor invoices and verify compliance with POs/Contracts and goods/works/services received.
• Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments or Mission Payment Requests (MPR). Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
• Liaise with the local/private transportation companies concerning transport and delivery of goods to the field locations. Coordinate the loading/offloading of the cargo when needed and hire a sufficient labor to cover the job properly.
• Monitor the vendors for the compliance to the contractual agreements.
• Undertake any other duties as may be assigned.

Qualifications

Education

• Bachelor’s degree or Higher in Purchasing and Supplies, Business Administration or any other related and relevant field from an accredited academic institution with four years of relevant professional experience; OR
• High School degree/Certificate in the above fields with six years of relevant professional experience.
• Specialized trainings on procurement and/or logistics (e.g., CIPS or equivalent), an advantage.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

 

Experience

• Experience in UN system or multi-national organization will be an advantage.

 

Languages

For this position, fluency in English is required (oral and written).

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

 

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

 

Values - all IOM staff members must abide by and demonstrate these three 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 – behavioral indicators (Level 2)

• 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.
• 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.

Managerial Competencies – behavioral indicators (Level 2) (applicable only if position is with direct reports)

• 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.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• 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 valid residence and work permit 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.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints.
• Flexibility and availability for emergency operations’ support Computer literacy including proficiency in MS Office and other applications such as Visio, etc.
• Knowledge of SAP and Oracle is highly desirable .
• Strong client orientation, negotiations, and communication skills.