Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

The establishment of a UN Common Premises for United Nations organizations is an important component of the UN’s Reform Programme. The objective is to build closer ties among United Nations staff and promote a more unified presence at the country level, where possible and where it economically makes good business sense.

In this context the UN Common premises (UN CP) in Dhaka, was established and it comprises, at present, the following UN programmes and specialized agencies, departments & offices and entities: UNRCO, WFP, UN Women, UNDSS, UNAIDS, UNIDO, UNFPA, UNESCO, UNOPS, UNIC, UNHCR and IOM. The post is created as part of the UN CP budget to provide the necessary assistance to the UN Team.

Under the guidance and direct supervision of the Supply Chain Officer (UN Common Premises) and the overall supervision of the and IOM Resource Management Officer the incumbent will support IOM on all aspects of Common Premises management and operations to facilitate the smooth functioning of the UN CP and the consistent delivery of services related with common premises.

The Procurement and Logistics Associate works in a client, quality and results-oriented manner in close collaboration with the Building Management Committee of UN CP, IOM team as well as personnel of other UN agencies to exchange information and contribute to the consistent Common Service delivery.

The Procurement and Logistics Associate contributes to efficient work of the common services system and supports the execution of transparent and efficient procurement services and processes, including the administration and execution of processes and transactions promoting high quality and accuracy of work.

1. Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the IOM Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.

2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit (committee); may participate in the evaluation process and provide technical inputs.

3. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and request the required authorizations with management committee.

4. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.

5. Organize supply and re-supply for common commodities with IOM supply contractors (LTA’s), follow up with the contractors as necessary, receive, inspect and verify all incoming supplies.

6. Review vendor invoices prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.

7. Provide inputs on administrative and logistic systems and implementation of the internal standard operating procedures (SOPs).

8. Monitor that all administrative and procurement activities are conducted in full compliance with IOM rules, regulations, policies, and strategies.

9. Monitor office premises and related common services LTAs.

10. Assist in the organization and control of the distribution of space in the office common premises, the corridor and other in-door and out-door common areas as necessary.

11. Participate in the preparation of the annual budget and quarterly expense reports for common premises in cooperation with IOM team and UN agencies.

12. Liaise with landlord and office service providers verifying that all contractual obligations are met in a timely manner.

13. Coordinate with ICT unit the logistics arrangements of related communication requirements and common equipment.

14. Arrange for maintenance of the common share area and minor repairs, as necessary, in coordination with the IOM team and Management Committee.

15. Receive, inspect and verifiy all incoming equipment and furniture in common use.

16. Support the annual physical inventory verification exercise by checking the accuracy of records and location of Common inventory/property.

17. Provide operative inputs to the fleet policies and procedures.

18. Attend meetings with UN agencies and external service providers and verify that the management, monitoring, review, evaluation, and assessment of outsourced Common Premises Services, comply with the MOU concerning the Occupancy and Use of the UN Common Premises.

19. Facilitate collaborative arrangements with the UN agencies and organize any repairs, remodeling and renovation work to be done with respect to the Common Premises, offices, including any offices not allocated to an agency, if such work affects the building.

20. Create and maintain a filing system for common premises related materials.

21. Perform other related functions as required.

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or
• High school Diploma with five years of relevant professional experience.
• Certification in Procurement, Logistics or Supply Chain Management is an advantage.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in procurement and logistics and working with vendors and service providers.

• Experience with asset management process.

• Experience working with UN Procurement and Logistics Rules and Procedures is an advantage.

• Experience working in an international organization is an advantage.

• Experience in office administration and building/facility management is an advantage.

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;

Skills

• Position specific skills, for example:

• Excellent communication skills

• Knowledge of SAP and Oracle is highly desirable.

• Ability to work with national and international institutions.

• Ability to prepare clear and concise reports.

• Ability to maintain data on LTAs and execute timely actions for their renewals.

• Good knowledge of UN Common Services operating system and ability to apply and monitor them.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, Fluency in English and Bangla (oral and written).

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 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.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• 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

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