Job Description
Under the overall supervision of the Head of Resource Management Unit of IOM Sri Lanka & Maldives and the direct supervision of the Senior Procurement & Logistics Assistant / Head of Procurement & Logistics Unit, the successful candidate will be responsible and accountable for the following duties:
Responsibilities
Assisting with bids collection and purchasing of materials, equipment, and services based on established procurement procedures by ensuring proper tracking and timely delivery.
Issuing GRN & SRN, collect the approval and process the payment to the vendors and follow-up with the relevant parties until transfer the fund and keep records.
3. Monitor the office supplies & stationary inventory, issue the stock item, maintain the records and maintain the average stock levles.
4. Create the vendors, upload changes of the vendors and evaluate the vendors periodically.
5. Assist Asset controller to maintain fixed assets registry for all IOM office in Sri Lanka, ensure that it is updated on a regular basis and record all relevant information in relation to the use and return of any fixed asset borrowed by the staff.
6. Maintain an office supplies registry and conduct regular stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner.
7. Assisting with logistics services including maintenance of building, maintenance of IOM vehicles and repair of IOM assets
8. Assisting with vehicles status, fuel consumption reports and checking vehicle log book.
9. Assisting with booking of hotels and venues for staff on TDY stay, meetings, trainings and workshops.
10. Coordinating with Finance departments on logistics/procurement related issues.
11. Undertake other duties that may be assigned from time to time which are commensurate to the position.
Qualifications
- Bachelor’s Degree in Supply Chain, Logistics, Business Management or related field from an accredited acedimc institution with 1 year of professional experience
- High School Diploma with 3 years of relevant professional experience
- Accredited Universities are those listed in the UNESCO World Higher Education Database.
- Previous experience in engaging in procurement and logistics related tasks.
- Experience in working in a multicultural work setting is desired.
- Previous experience in working with vendors will be advantageous.
Strong analytical, Interpersonal and communication skills.
Relationship management, Time management and negotiation skills.
Knowledge of the procurement guidelines and ethics
- fluency in English is required (oral and written) and Working Knowledge of Sinhala/Tamil
- 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.
- 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.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- 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.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- 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.
Required Skills
Job info
Contract Type: Special Short term ungraded (Up to 9 months)Initial Contract Duration: 5 months
Org Type: Country Office
Vacancy Type: Call for Applications
Recruiting Type: General Service
Grade: UG
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No