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.
Context
Under the overall supervision of the Head of Resources Management Unit (RMU) in Philippines, the administrative supervision of the Programme Manager in Legazpi and the technical supervision of the Supply Chain Officer in Manila, the National Supply Chain Officer (NOA) will be responsible for the technical management of supply chain activities at the sub-office level, with a primary focus on warehouse operations and direct supervision of warehouse staff. The successful candidate will receive technical supervision and guidance from the Supply Chain Officer based in Manila, ensuring that supply chain processes are implemented efficiently and in accordance with IOM policies and procedures
Responsibilities
- Supervise and monitor the implementation of procurement activities within established internal control mechanisms. Ensure bidding processes are done fairly, transparently and in accordance with the set rules and regulations under the IOM Procurement Manual IN/168 Rev3 and IN/284
- Contribute to the management of the supply chain activities for the emergencies response activities, including planning, procurement, warehouse management, transport and distribution, fleet, assets and facilities management, logistics information management and reporting, and provide support, guidance and training to the relevant staff with respect to the related policies, rules and regulations.
- Liaise with the Country Office, Supply Chain Unit on all matters related to applying best practices and relevant administrative procedures.
- Analyze procurement requests, identify service providers, and evaluate information regarding vendor's performance regarding quality, prices, and delivery of goods in view of the Organization’s best interests.
- Follow-up on status of purchase orders and keep project managers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
- Oversee and manage all warehouse operations in Legazpi, including receipt, storage, dispatch, and inventory control of goods and supplies.
- Train and supervise procurement and logistics assistants in the Legazpi to ensure they conform to established procedures and assist in producing monthly and regular reports. Acting as a point of referral and supporting them with simple analysis and queries
- Support the planning and coordination of supply chain activities for the emergency responses, including procurement, transport, and distribution of goods. Monitor and update information/database for vendor/contractor accreditation and evaluation process to ensure availability of pool reliable vendors and contractors to address the needs of the country.
- Responsible to coordinate the regular stock counts, maintain accurate inventory records, and prepare periodic warehouse reports for submission to the main office.
- Monitor the maintenance and repair of warehouse facilities and equipment, coordinating with service providers as needed. Support and monitor the maintenance and repair of office facilities, including preventive maintenance. Contribute to the establishment of maintenance agreements with competent service providers when it is feasible and determined to be cost effective.
- Liaise with local vendors and service providers for procurement and logistics needs, ensuring timely and cost-effective delivery of goods and services. Maintain a pool of qualified vendors.
- Liaise with the programme management and provide technical support in preparing and issuance of “Call for Proposals” and bidding documents for the tendering processes of the programmes/projects. Ensure bidding processes are conducted fairly, transparently and in accordance with the existing procurement rules and regulations.
- Contribute to the establishment and management of robust appropriate internal control mechanisms for Supply Chain Management process to safeguard the Organization's assets and prevent fraud, while ensuring that country specific administrative procedures are in place and followed in accordance with the Organization's rules and regulations.
- Perform such other duties as may be assigned.
Qualifications
Education
- Master’s degree in Business Administration, Supply Chain Management, Logistics, Procurement, or a related field from an accredited academic institution; or,
- University degree in the above fields with two years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Experience in managing diverse procurement and logistics operations; and,
- Demonstrated experience in training and supervising teams of co-workers, managing vendors and suppliers.
