Position Title : IT Procurement Assistant
Duty Station : Manila (Global) Administrative Centre (MAC)
Classification : General Service/ G-5
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : July 02, 2019
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 overall supervision of the Head, Global Procurement Supply Unit, and direct supervision of the Senior Procurement and Logistics Assistant, the IT Procurement Assistant will provide support to Missions worldwide including the Manila Administrative Centre (MAC) by providing assistance in the procurement of various IT-related goods and services.
Core Functions / Responsibilities:
• Global Procurement
o Prepare and/or finalize and procure Missions or MAC’s IT related requirements which include:
IT hardware requirements
border management equipment and licenses
software/licenses as agreed with IT procurement in Geneva
annual maintenance agreements for license and hardware
o Review procurement requests received as to completeness of specifications for goods or statements of work for services/consultancies and supporting documents. . Ensure that WBS is completely and correctly indicated. Coordinate with end user in cases of invalid WBS. Ensure that the PR is approved up to Head of Office/COM.
o Obtain quotations/proposals and ensure that quotations/proposals are submitted within the required timeframe.
o Review quotations/proposals as against the specifications/terms of reference/statement of work. Ensure that quotation includes requested INCOTERMs, warranty details, delivery lead time and payment terms.
o Liaise with vendors for better payment and delivery terms. Assist in negotiating for pricing for sole source procurement method.
o Prepare and analyze bids considering the technical evaluation (prepared by IT technical Team) and the cost, delivery lead time and warranty (for goods) based on the best value for the money. Ensure that all supporting documents are attached to the Bids Analysis.
o Prepare PO in SAP. Ensure appropriate asset numbers are created prior to creation of PO in SAP. Encode all necessary information in the PO such as correct material code, material description, INCOTERMs.
o Receive, inspect, accept shipment of goods if sourced locally and confirm goods receipt with Mission and if in accordance with the specifications outlined in the PO if sourced internationally.
o Perform Goods Receipt in SAP including purchase orders for IT connectivity and maintenance agreements requiring monthly expense recognition. Arrange shipment and ensure shipping documents (airway bill with insurance, shipping invoice) of IT equipment to Missions worldwide with different courier service providers based on best rates and Mission preference.
o Prepare Request for Payment for submission to Accounts Payable Unit for processing of payment to vendors.
o Coordinate with vendors for aftersales issues of IT Communications and Service Centre (ITCSC) and Missions.
• Contract Preparation
o Prepare draft Contracts (Supply Contracts, Service Agreements, Maintenance Agreements, etc.) based on IOM Contract template.
o Evaluate contract terms and conditions offered by vendors and assist in negotiating their acceptance of IOM contract terms and conditions.
o Coordinate with ITC for the approval of the Contract’s Service Level Agreements (SLA).
o Prepare and route Checklist Approval Form for contracts prior to sending the draft contract to LEGAL Department for review and approval.
o Send Final Draft Contract with the signed Checklist Approval Form to LEGAL for final review and approval.
• Bidding Documents
o Assist in the preparation and issuance of Bidding Documents and Formal RFQ for ITC in Manila and Missions.
o Assists in the issuance of Notice of Award and Thank you Notice.
• On-line Purchases
o Assist Missions and MAC for purchases via online facility using IOM credit card including but not limited to webhosting services, SSL certificates, IT related books, software licenses as coordinated with IT procurement in Geneva.
o Monitor purchases made online for possible renewals.
o Review Statement of Account from Credit Card Company and initiate clarifications in cases of charges related to late payment and finance charges.
o Prepare Request for Payment and ensure all required supporting documents are attached: SOA, Invoice and Receipt confirmation from end users.
• Other Tasks
o Coordinate with IT Units of Missions and IT Communications and Service Centre (ITCSC), MAC in the identification of technical specifications for IT equipment.
o Seek clarification and/or obtain documents from suppliers/vendors if required in the technical evaluation or when IT Technical Team is evaluating hardware/ software of potential benefit to IOM.
o Coordinate with IT Procurement/Mailroom for shipment of IT Hardware sourced out from Geneva.
o Coordinate with RMU for the application of NTC Permit to Import necessary for IT Hardware imported from International Vendors.
o In coordination with ITC staff and suppliers, provide assistance in setting up meetings needed to clarify issues related ITC projects and requirements.
o Assist in the review of technical proposals of IT vendors (e.g. LTA proposals) from a cost-benefit analysis perspective.
o Prepare monitoring procurement reports and documents as required and maintain files for IT Procurement.
• Perform other related duties as may be required.
Required Qualifications and Experience
• University degree in Information Technology, Business Administration 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 and logistics, an advantage.
• Extensive knowledge in SAP;
• Knowledge on asset management and effective negotiation skills;
• Computer literacy including proficiency in MS Office and other applications such as PowerPoint and Visio;
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail-oriented.
Fluency in English is required. Working knowledge of French and/or Spanish an advantage.
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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 – behavioural indicators level 1
• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
WHAT WE OFFER
IOM offers a tax-free salary and attractive benefit package, a challenging career opportunity and potential for international travels/assignments of short or long duration.
Annual Leave: 2.5 working days per completed month of service
Sick Leave: 2 working days per completed month of service
Compassionate Leave: 3 days leave in the event of the death of immediate family members (spouse, child, parents and siblings), additional 2 days if the staff member requires to travel
Maternity Leave: 16 consecutive calendar weeks with full pay or 20 weeks for multiple births
Paternity Leave: 8 weeks with full pay or 12 weeks for multiple births
Adoption Leave: 8 weeks with full pay for adoption of single child or 12 weeks for multiple children
Compensation Plan: an insurance coverage for occupational accidents and illnesses (paid by IOM)
Medical Service Plan (MSP): an insurance coverage for non-occupational accidents and illnesses (medical/dental/optical) on contributory basis (monthly premium shared by IOM and staff member)
United Nations Pension Fund (UNJSPF): aims to provide participants at retirement age with pensions as an income replacement. It also provides participants with social security coverage in case of death in service or disability. A compulsory pension scheme maintained by contributions between IOM and the staff member (7.9% of the gross pensionable salary)
Dependent Child Allowance: PhP 18,626 net per annum per child up to maximum of six children (payable in monthly instalments) and subject to terms and qualifying conditions
Other allowances: Overtime, Night Differential, Transportation Allowance (for rendered overtime beyond 10:00pm)
Flexible work hours: which start from 7:30 to 9:30am; 8 hours per day, 40 hours work per week, Monday to Friday
Staff Development and Learning (I-Learn): IOM has a dedicated unit which provides staff members access to a range of learning opportunities including on-line courses, face-to-face training, blended curricula, videos, webinars and reading materials.
Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 02 July 2019 at the latest, referring to this advertisement.
For further information, please refer to: https://bit.ly/2MYs7RV
In order for an application to be considered valid, IOM only accepts online profiles duly completed.
Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system.
Please use Google Chrome in accessing our PRISM, IOM e-Recruitment system to submit your application