Under the overall supervision of the Head of the Manila Supply Chain Unit (MSCU) and the direct supervision of the National Supply Chain Officer - Team Leader in coordination with Supply Chain Division (SCD), MSCU Procurement Support Team, the Supply Chain Associate will provide procurement support to Missions worldwide including the Global Shared Service Centre (GSSC).
Responsibilities
- PLAN PROCUREMENT ACTIONS FOR ASSIGNED PROJECTS, SOME OF WHICH ARE HIGHLY COMPLEX:
- Review, record and prioritize purchasing requests, obtain additional information and or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services;
- Prepare and finalize Source Selection Plan for complex purchases;
- Post tender requirement in the IOM and UNGM websites for formal solicitations;
- Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved.
- COMPILE AND PRESENT PROCUREMENT DATA FOR PRESENTATIONS AND/OR REPORT MONITORING:
- Follow up with sections to expedite the process of technical evaluation;
- Submit upon initial screening technical proposals to the requisitioner or the BEC for technical evaluation;
- Prepare and analyse abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible;
- Prepare presentations for review and clearance by the MSCU Head and present to MSCU Compliance Review in respect of all proposed contract awards exceeding the GPSU’s authority, and obtain recommendation for approval from the MAC Director.
- DRAFT AND ISSUE CONTRACTS; AND POST-AWARD FINANCIAL MANAGEMENT
- Draft Purchase Orders, Supply and Service Contracts, Lease Agreements, Amendment to the Contracts and POs, Prepare Statement of Awards, Ensure that Contracts/PO are timely renewed;
- Resolve issues/problems related to delivered goods / rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received;
- Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services. Raise Change Order if required;
- Liaise permanently with the rest of the Procurement Units in order to ensure that contracts/ purchase orders are timely renewed; and follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action;
- Maintain relevant internal database and files, keeps track of any contractual agreements and informs respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery.
- Identify new vendors for registration and inclusion in the roster for an enhanced competitiveness and benefit from opportunities for long-term agreements.
- Serve as point of contact and liaison with UN staff and other stakeholders for procurement, ERP related issues and other logistical matters. Effectively use the Organization’s ERP system to generate procurement related reports and suitable data required for procurement reporting.
- Support MSCU in creating, maintaining and enforcing general procurement guidelines in cooperation with the Supply Chain Division (SCD), and other donors to standardize, streamline and facilitate procurement of various goods for IOM Operations worldwide.
- OTHER TASKS AND RESPONSIBILITIES
- Coordinate with Supply Chain Division and different thematic experts on procurement matters related to emergency requirements.
- Prepare procurement monitoring reports and documents as required.
- Prepare Request for Payment for submission to Accounts Payable Unit for processing of payment to vendors.
- Provide guidance on general procurement issues as needed.
- Perform other related duties as required.
Qualifications
EDUCATION
- At least three years of professional experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable.
- A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
EXPERIENCE
- Professional experience in procurement, administrative services or related area is required.
- Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.
- Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful.
SKILLS
- Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
- Team player; ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds.
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 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 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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Notes
Please refer to this link for guidance on IOM Job Category.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- 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.
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
- 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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
- No late applications will be accepted. Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies.
