Senior Procurement and Logistics Assistant, Islamabad

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 :

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 for Internal Candidates    
Responsibilities and Accountabilities :

Responsible to organize all procurement activities relating to the request for proposals, sealed bids and price quotations with IOM rules, regulations, and policies; Contact with MSU for the global procurement or any other requirement under the IOM procurement policy.
Assist the Procurment and logistics officer for implementation of the effective internal control, and maintain the functioning of a client-oriented procurement management system.
Review requisitions for completeness and accuracy; follow up on discrepancies with the initiating department/staff; identify available suppliers for each requisitioned item.
Process requisitions into Purchase Orders using PRISM FI (SAP) and any resulting change orders.
Confirm terms of payment and delivery conditions in order to prepare Purchase orders (PO). Ensures the appropriate level of authorization is received prior to releasing the orders.
Analyze and propose on cost saving and reduction strategies to the RMO to increase efficiency of procurement operations.
Analyze, control and maintain data from various sources in procurement systems and take corrective action as necessary.
Correspond with vendors regarding prices, product availability, and delivery. Monitor contract performance and follow up with suppliers in consultation with the requesting units.
Responsible for tracking of procurement status and regularly reports to Procurment and logistics officer.  Respond to inquiries from staff members and relevant units regarding requisitions, purchase orders, contracts, pricing information and procurement data.
Responsible for airport clearance for equipment/vehicle/supplies/documents or any other IOM things from abroad. Assist the program colleagues with logistics arrangements for events and conference.
Establish uninterruptible supply chain of office supplies and establish proper quality control.
Ensure assets received through procurement or donation is duly registered. Create and maintain appropriate internal control mechanisms to safeguard the organization’s assets and prevent fraud.
Review and maintain the local inventory list of all assets purchased.
Responsible for daily and weekly inspections of all IOM vehicles. Ensures that all drivers check the vehicles allocated to them. Reports to supervisor in case of poor performance of driver’s duties.
Monitors log books and maintains records on private use of IOM vehicles for coordination with finance unit ensures that staff members utilizing vehicles for private purposes are reimbursing to organization.
Any other duty within the incumbent’s capabilities as assigned by the supervisor.

Responsible to organize all procurement activities relating to the request for proposals, sealed bids and price quotations with IOM rules, regulations, and policies; Contact with MSU for the global procurement or any other requirement under the IOM procurement policy. Assist the Procurment and logistics officer for implementation of the effective internal control, and maintain the functioning of a client-oriented procurement management system. Review requisitions for completeness and accuracy; follow up on discrepancies with the initiating department/staff; identify available suppliers for each requisitioned item. Process requisitions into Purchase Orders using PRISM FI (SAP) and any resulting change orders. Confirm terms of payment and delivery conditions in order to prepare Purchase orders (PO). Ensures the appropriate level of authorization is received prior to releasing the orders. Analyze and propose on cost saving and reduction strategies to the RMO to increase efficiency of procurement operations. Analyze, control and maintain data from various sources in procurement systems and take corrective action as necessary. Correspond with vendors regarding prices, product availability, and delivery. Monitor contract performance and follow up with suppliers in consultation with the requesting units. Responsible for tracking of procurement status and regularly reports to Procurment and logistics officer.  Respond to inquiries from staff members and relevant units regarding requisitions, purchase orders, contracts, pricing information and procurement data. Responsible for airport clearance for equipment/vehicle/supplies/documents or any other IOM things from abroad. Assist the program colleagues with logistics arrangements for events and conference. Establish uninterruptible supply chain of office supplies and establish proper quality control. Ensure assets received through procurement or donation is duly registered. Create and maintain appropriate internal control mechanisms to safeguard the organization’s assets and prevent fraud. Review and maintain the local inventory list of all assets purchased.
Responsible for daily and weekly inspections of all IOM vehicles. Ensures that all drivers check the vehicles allocated to them. Reports to supervisor in case of poor performance of driver’s duties. Monitors log books and maintains records on private use of IOM vehicles for coordination with finance unit ensures that staff members utilizing vehicles for private purposes are reimbursing to organization.
Any other duty within the incumbent’s capabilities as assigned by the supervisor.

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 :

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

Required

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

Desirable :

Proficiency in one of the local language(s) Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies :

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.
Notes
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.
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