Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read 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

Under the overall supervision of the Deputy Regional Director (Management) and direct supervision of the Regional Supply Chain Officer, the Supply Chain Associate will be responsible and accountable for supporting the Supply Chain (SC) activities in the Regional office, guided by Supply Chain Management objectives to deliver quality goods/services to the beneficiaries at optimal price and in a timely manner.

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

2. Assist supervisors in more complex, higher-value purchases.

3. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.

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

6. Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention. Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.

7. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.

8. Provide briefing and technical guidance to all staff in the office on procurement related instructions and procedures.

9. Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.

10. Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance.

11. Provide training and guidance to the junior SCM staff of CO, while supervising, monitoring, evaluating and supporting their professional and career development.

14. Perform other duties as may be assigned.

Required Qualifications and Experience

Education

• University 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 IOM/UN Procurement and Logistics Rules and Procedures is an advantage;

• Experience working in an international organisation an advantage.

Skills

• High level of computer literacy;

• Ability to work with national and international institutions;

• Ability to prepare clear and concise report;

• Excellent communication and negotiation skills;

• Ability to establish realistic resource requirements to meet IOM needs.

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, TO COPY-PASTE FROM POSTING DESCRIPTION

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