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.
Organizational Context and Scope
Under the overall supervision of Chief of Mission and direct supervision of Resources Management Officer, and in close collaboration with the Programme Managers, the incumbent will provide operational support to Mission’s Procurement and Logistics Unit processes.
- In coordination with the Project Manager and Head of Resources Management, support the planning and implementation of procurement and contractual activities for projects including the procurement of services and commodities (e.g. information technology, electronic equipment and instructions, vehicles, medicines, foodstuffs, building lease, maintenance of material, office supplies, construction, furniture, air charter, freight and forwarding, etc.) taking into account local market conditions.
- Provide support and guidance to requisitioning units on procurement procedures and available options, in line with IOM Procurement Manual and Delegation of Authority.
Coordinate with the Finance Department to confirm that the project ID, account code and budget line item are identified and available prior to the final ordering and delivery of any equipment/materials.
Coordinate the inspection process for supplies, services and equipment purchased to verify conformance with specifications and supporting documentation. With reference to Purchase Orders, process and verify receipts in the system upon confirmation from requisitioners.
- Provide procedural support to offices and units on procurement-related policies, rules and standard operating procedures.
Organize tenders and competitive bidding processes in accordance with established procedures, including compiling and reviewing documentation and participating in the evaluation of offers against established criteria such as quality, compatibility, payment terms , warranty, after selling services, maintenance, and supplier profile.
Monitor the application of warehouse and asset management procedures, including coordination with technical staff, suppliers and manufacturers for repairs, maintenance and warranty matters.
- Monitor storage conditions of office supplies, maintain registry and conduct periodic stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner.
- Contribute to quarterly and annual physical inventories, monitoring of assets in the Office and maintain fixed assets registry accordingly.
- Support coordination of assets disposal processes in accordance with IOM procedures and monitor proper recording and labelling of fixed.
Create and maintain organized filing systems for procurement documentation, including quotations, purchase orders, expenditure records, and receipts.
- Assist in the preparation and administration of service agreements and contracts, including tracking amendments or extensions and coordinating with LEG Department for review, as required.
Provide guidance, training and supervision to staff in the unit.
- Undertake other duties that may be assigned.
Education
- Master’s degree in Business Administration, Supply Chain Management, Finance, International Business or a related field from accredited academic institution;Or
- Bachelor’s degree in above field with two years of professional experience.
Experience
- Work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Experience supporting results-based projects and activities.
- Experience working well under pressure while keeping abreast with tight deadlines.
Skills
- Computer literacy and good knowledge of the MS Office 365 and ERP system.
- Good negotiation and planning skills.
- Team-work oriented capacity to work independently; personal commitment, efficiency, flexibility, experience in working effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.
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 Spanish is required (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
Notes
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.
No late applications will be accepted. Only shortlisted candidates will be contacted.