Senior Procurement and Logistics Associate

Job Description

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Organizational Context and Scope :

Under the overall supervision of the Chief of Mission (CoM) and Head of Resources Management (HRM) and direct supervision of the Procurement and Logistics Officer; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for managing the resources management functions in Country Office, Islamabad, Pakistan 

Responsibilities

Responsibilities and Accountabilities:

• Update the Asset Master Record (AMR) in PRISM including the all-asset details.
• Maintain close coordination with Logistics and ICT department for asset management.
• Process the transfer of assets from one mission to another mission and maintaining transfer record.
• Responsible for preparing donation acceptance form (DAF) with coordination of related department and retirement of beneficiary assets.
• Responsible for the processing and retirement of IOM assets after approval from CAS.
• Responsible for asset creation, deletion, and blocking.
• Keep close coordination with Sub offices to maintain/update those assets which are directly delivered to sub offices.
• Responsible for annual stock take and physical verification of the assets at Islamabad and sub offices.
• Responsible for preparing the physical inventory report and submit it to CAS.
• Ensure submission of Warehouse year-end physical count list with GPSU.
• Responsible for preparing, filling, and keeping record of Asset assignment form (AAF) and updating in PRISM.
• Arrangement and documentation for the auction of obsolete and damaged assets.
• Responsible for the scanning of assets using MAIA (Mobile Asset Inventory Application) and print out MAIA QR code label through ZABC and label the item.
• Manage and track those assets from the time they are received until disposal.
• Register  / tag  /label  all assets on arrival, including updating PRISM (ensuring that all assets created in PRISM are properly acquired and blocked in the system upon acquisition).
• Follow-up  all procedures related to assets management and tracking including transfer and disposal of assets.
•  Perform  physical Year End Assets Verification within the sub offices and main office.
• Maintain close  coordination with CAS and PCST regarding assets related issue.
• Responsible for Insurance of IOM assets at Islamabad and sub offices.
• Keep close coordination with Insurance company to include newly purchased assets.
•  Upload Insurance premium payment in OIPA.
• Keep close coordination with Insurance company for insurance claims.
• Process stationery requests received from different departments and coordinateing with vendor for the delivery.
• Responsible to handle Pak Bids Account
• Responsible for compiling all bids received on Pak Bids and forwarding all compile bids to concerned person for evaluation maintaining the secrecy of bidding process.
• Coordinate with vendors for any deficiency discrepancy of submitted bids.
• Process  of PRs assigned to me by supervisor and preparing bid analysis summary (BAS).
• Prepare  and process  RFQS which are assigned to me by supervisor.
•  Conduct  preliminary and technical evaluation of the bids related to electric equipment/ work.
•  Support transport supervison duties in the absence of  the staff in charge.
• Research and suggest  solutions for electrical problems of generators and other electrical appliances. 
• And any other task signed by Supervisor.

Qualifications

Required Qualifications and Experience

Education :

•    University degree in Business Administration, Management, Logistics, Procurement or a related field from an accredited academic institution with four years of relevant professional experience.; or
•    Completed High School degree from an accredited academic institution, with six years of relevant professional experience;
•    Certified training on supply chain management, an advantage.

Experience :
•    Experience preferably in supply chain management of which one year in IOM or any UN system or any international organization will be an advantage;
•    Experience in procurement in international and or government process;
•    High proficiency in SAP system, MS office applications such as Word and specially in Excel;
•    Knowledge of other applications such as Power Point and Visio an advantage.

Skills :
•    Knowledge of the Procurement methods and process 
•    Sound knowledge of reporting and MS Excel
•    Working knowledge of SAP or other ERP system
•    In depth knowledge local market
•    Excellent negotiation and communication skills
Languages :

Required :

• Fluency in English and Urdu is required (oral and written).

Desirable :

• Working knowledge of provincial languages is an advantage.

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 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 – Behavioural indicators (Level 2)
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.

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

Required Skills

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