Job Description

Organizational Context and Scope:

Under the overall supervision of the Head of Resources Management Unit of IOM Qatar and direct supervision of the Supply Chain Officer, the successful candidate will be responsible and accountable for providing the necessary Procurement and Logistics support and guidance to CAS office.

• Assist in overall logistical and procurement actions within the mission, including: Procurement, Property and Assets Control, Supply and warehousing, Service/Maintenance, Transport and Mission Fleet and contractual agreements.
• Assist in coordinating the procurement activities and providing specialized support, guidance, and training in the country with respect to IOM's policies, financial rules and regulations as well as procedures relating to logistics and procurement matters.
• IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
• Ensure timely submission of necessary asset and procurement reports and documentation to relevant Headquarters (HQs) Departments and to Manila Administrative Centre (MAC), as appropriate and produce regular progress reports, statistical information and briefing materials, as required.
• Assist with the procurement requests, identify service providers and evaluate information regarding vendors’ performance in the areas of quality, prices and delivery of goods in view of the Organization's best interests; maintain and update databases of preferred suppliers.
• Solicit bids, quotations, and tender documents; oversee the bidding process and provide support for procurement transactions, analysing them for conformity to specified requirements; conduct appraisals, select suppliers and confirm terms of payment; prepare purchase orders and ensure authorization is received from the RMO and Head of Office.
• Follow up on purchase order (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 pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.
• Ensure that appropriate records are kept on assets disposal; ensure assets are located accordingly and used in IOM's best interest; and regularly update the asset inventory list.
• Supervise the Mission’s inventories stored at the warehouses and ensure that a system is in place for receiving and issuing the goods. At year end ensure the physical check of inventories and stocking taking and prepare relevant report for yearend closure of accounts.
• Monitor maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.
• Review regularly existing procedures to identify gaps and areas for improvement. Maintain appropriate internal control mechanisms to safeguard the organization’s assets.
• Provide regular updates to Project management units regarding market opportunities and availability of vendors/suppliers to facilitate improved risk-aware decision-making and enhanced performance.
• Provide procedural guidance to managers and staff; guide and train other procurement support staff, may directly supervise other procurement support staff if requested.
• Carry out other duties and responsibilities related to procurement and logistics as assigned by supervisor.

Required Qualifications and Experience

EDUCATION

• Bachelors’ degree in Business Administration, Management, Logistics, Procurement, or a related field from an accredited academic institution with four years of relevant experience; or
• High school graduate in the above fields with six years of relevant professional experience.

EXPERIENCE

• Experience in procurement and logistics at the international level;
• Experience in high-risk security settings.
• Experience working on complex projects, with a demonstrated record of meeting deadlines.
• Knowledge of asset management processes and procedures.

Languages

REQUIRED

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

For all applicants, fluency in English is required (oral and written).

DESIRABLE

Working knowledge in Arabic

SECTION 6

Competencies

The incumbent is expected to demonstrate the following values and competencies:

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 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.