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Senior Regional Procurement, Logistics & Security Associate

the | for | Regional Office | Americas

  • Organization: IOM - International Organization for Migration
  • Location: the | for | Regional Office | Americas
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Administrative support
    • Logistics
    • Procurement
    • Security and Safety
    • Supply Chain
  • Closing Date:

Job Description

Context 

Under the overall supervision of the Senior Regional Resource Management Officer (SRRMO) and direct supervision of the Regional Procurement & Supply Chain Officer, and in close collaboration with the Supply Chain Division at Headquarters (HQ), the Procurement, Logistics & Security Assistant will be responsible and accountable for completing straightforward and defined supply chain activities and transactions in accordance with instructions, regulations and rules which govern IOM management of resources related to procurement, and guided by Supply Chain Management (SCM) objectives to support the delivery of quality goods/services to the beneficiaries at optimal price and in a timely manner.
 

Responsibilities

1. Coordinate, implement and monitor aspects related to procurement and logistical needs of the Regional Office for the Americas in accordance with the Organization's regulations and procedures. 

2. Provide specialized guidance to requisitioners and all staff in the office on preparation of specifications and interpretation and implementation of procurement instructions and procedures. 

3. Identify and manage local and international vendors and participate in their evaluation against compliance, performance, reliability, quality, price, delivery in respect of organizations' best interests and donor mandates. Carry out the organization and evaluation of bidding processes always taking under consideration the value for money, quality, compatibility, payment method, warranty, after selling services, and the company profile and reputation. 

4. Collect quotations, prepare bids analysis, process purchase requisitions and purchase orders, and provide support for procurement transactions. 

5. Prepare Purchase Orders (PO) and/or contracts and ensure complete authorization is received according to the internal established guideline and authorization matrix in the office. 

6. Follow-up on PO statuses and keep the Head(s) of Unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the predetermined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition. 

7. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received. 

8. Coordinate vendor management, including compliance to procedures related to vendor registration and evaluation. 

9. Draft Long Term Agreements (LTAs) and/or service contracts for vendors and facilitate the approval processes with the Office of Legal Affairs (LEG) and Manila Supply Chain Unit (MSCU). Create and implement administrative tools for tracking and monitoring of contracts, agreements, and progress of activities towards the achievement of the procurement plans and schedules. 

10. Develop, evaluate, and update systems and procedures for procurement/logistics; suggest areas for improvement and risk-mitigation measures. 

11. Provide guidance and specialized support to procurement Focal Points and administrative staff in country offices to ensure compliance with established procurement procedures. 

12. Demonstrate a solid understanding of the Regional Office duties, as well as the ability to remain professional, impartial and unbiased during all interactions. 

13. Perform other duties as may be assigned.

Qualifications

Education 

  • University degree in Business Administration, Supply Chain Management, Logistics, Procurement, or a related field from an accredited academic institution with at least 4 years of relevant professional experience, or High School diploma with six years of relevant professional experience. 
  • Certification in Power BI is required. 
  • Certification in Procurement, Logistics or Supply Chain Management is an advantage. 

Experience

  • Experience in procurement and logistics and working with service providers and vendors. 
  • Experience with asset management process. 
  • Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage. 
  • Experience working in an international organisation in a multi-cultural setting is an advantage. SKILLS 
  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook. 
  • Knowledge of SAP highly desirable. 
  • Ability to work with national and international institutions. 
  • Ability to prepare clear and concise report. 
  • Demonstrated ability to and exercise sound judgment. 
  • Ability to supervise staff and coordinate administrative activities. 
  • Excellent communication and negotiation skills.

Languages

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

  • For this position, fluency in Spanish and English is required (oral and written). 
  • Working knowledge of French is a distinct advantage.

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 – 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.
Notes
  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. 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.
  3. 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. If you are not a national of the country where this position is being recruited, please attach a copy of valid residency and work permit. 
  4. 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.
  5. 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.
  6. 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

Job info

Contract Type: Fixed-term (1 year with possibility of extension)
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-6
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.