Procurement and Logistics Assistant

Position Title: Procurement and Logistics Assistant

Duty Station: IOM Philippines Country Office (Clark City)

Classification: General Service Staff, Ungraded (G-4 Equivalent)

Type of Appointment: Special Short-Term, four (4) months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 05 September 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, it 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 environment. It is one of the factors that makes the organization qualified to deal with the complex issue of migration. IOM sees that diversity is one of the organizational strengths.

IOM aims to foster an inclusive workplace where everyone treats each other (including colleagues and beneficiaries) with dignity and respect.

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 Procurement and Logistics Officer in IOM Clark, Philippines, and under the direct supervision of the Senior Supply Chain Management Assistant, the successful candidate will be accountable and responsible for a range of procurement and logistics services and general support to the project staff.

Core Functions / Responsibilities:

• Receive Purchase Requisitions from end users.
• Coordinate Requests for Quotations, Bids Analysis Summaries; receipt of quotations, bids or proposals, evaluation of bids and proposals and coordinate contracts in full compliance with IOM rules and regulations.
• Assist in preparing procurement plan in coordination with the operations unit.
• Act as a Procurement Purchase Processor in PRISM. Prepare purchase orders and request authorization by the relevant approvers and designated signatories.
• Update Vendors Master List and participate in supplier selection and evaluation processes.
• Follow-up on purchase order status and keep relevant requesting staff informed of estimated times of delivery or any changes that may affect or modify the pre-determined delivery conditions.
• Perform regular inventory entries of purchased assets and maintain Inventory Database in PRISM.
• Provide all necessary documentation to vendors regarding VAT and Customs Exemption and follow up. When assigned, process documentation so that mission obtains access to duty free goods/services entitlements.
• Assist in reviewing the monthly logistics reports and advise the Senior Procurement and the Head of Office where there are irregularities or areas of concern that needs follow up.
• Assist in the managing of the supply chain, according to IOM procedures, to facilitate timely supply of quality goods and service to projects.
• Compile accurate and timely overall monthly reports (stock/ inventory report, asset management, and procurement tracking/plan).
• Check that IOM logistics procedures and processes are followed in the IOM warehouse including filing and archiving of documents.
• Prepare Request for payment/OIPA on received goods and services and request authorization by the relevant approvers and designated signatories and related supporting documents are uploaded into E-filing database.
• Maintain monitoring of assigned Purchase Requests and Purchase Orders and communicate with requestors the status of their requests.
• Assist on updating of IOM asset inventory reports through physical verification and asset tagging with applicable AMR.
• Participate on project team meetings as part of updating during implementation and in applying recommendations if necessary.
• Document best practices and identify success stories of procurement processes and in applying this in project implementations.
• Support the project team in coordination with the project management team including providing context-based recommendations for cost-efficient and effective delivery of services.
• Support on monitoring project services and deliveries are carried out in a timely and efficient manner including providing guidance to local partners involved in the field implementation.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Procurement, Logistics and Supply Chain Management, Purchasing and Operations Management, Business Administration and Management or a related field from accredited academic institution, with two years of relevant professional experience; Or,
• High School degree in above field with four years of relevant experience.

Experience

• Experience in management and professional experience in one or more of the procurement and logistics ancillary sectors, material control, transport and distribution management, inventory, building management and construction.
• Experience in supply chain management of which one year in any UN system or any multicultural organization will be an advantage;
• Experience in procurement in international and/or government process;
• Experience in using SAP and ORACLE system, MS office applications such as Word and Excel.

Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented;
• Knowledge on supply management, logistics and warehousing and product quality control.

Languages

For all applicants, fluency in English and Filipino is required (oral and written).

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

The successful candidate is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: Respects and promote individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintain high ethical standards and act 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, and makes people feel safe, respected and fairly treated.

Core Competencies – Behavioural Indicators level 1

• Teamwork: Develop and promote 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.

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if the candidate is available to work on-site and/or offsite.