VN 144/2023

Procurement Assistant

Manila (Global) Administrative Centre (MAC)

Philippines

Open to Internal and External Candidates

Job classification : General Staff

Grade : G-4

Duty station : Manila (Global) Administrative Centre (MAC)

Type of Appointment : Fixed term, one year with possibility of extension

Closing date : 15 Aug 2023

Duration of Assignment : One Year with possibility of extension

Salary : Php 540,912 per annum net of taxes

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 a diverse and inclusive work 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.

Context

Under the overall supervision of the Resource Management Officer and the direct supervision of the Senior Procurement and Logistics assistant, the successful candidate will provide general procurement assistance to the MAC units in line with IOM policies, rules and regulations.

Core Functions / Responsibilities

•  Assist the National Procurement & Logistic Officer with preparing and conducting.
•  Requests for Quotations, Purchase Requisitions, Evaluation Form Summaries; receipt of quotations, bids or proposals, making arrangements for certain conditions of contracts in full compliance with IOM rules and regulations.
•  Closely coordinate with end users in the preparation of correct specifications, terms or reference or scope of work and make necessary recommendation.
•  Verify all purchases are reviewed and approved in line to the Purchase Authorization.
•  Assist in following up with vendors on the status of requisition, purchase orders and in Matrix and in coordination with National Procurement & Logistic Officer.
•  Coordinate with requestor and suppliers/service providers on timely delivery of ordered goods and services.
•  Maintain proper filing system of procurement documentation.
•  Keep requesting staff informed of estimate time of delivery or any changes that may affect or modify the pre-determined delivery schedule and conditions.
•  Ensure all purchases are done through PRISM.
•  Requisitions and Purchase Orders to ensure that goods or services are still to be received/rendered or cancelled, as necessary.
•  For SAP compliance, gather and maintain Vendor Information Sheet from vendors/service providers for MAC Procurement & Logistics Unit vendors for review and filing.
•  Timely processing of ABUMN, Reclass and Deletion of asset.
•  Handling of Telerad Unit request.
•  MAC IT Equipment, Office furniture and Fixture.
•  MAC Cleaning and Office Supplies.
•  Perform other related duties as required.
•  At the request of the supervisor, participate in staff development and training processes.
•  Act with integrity, professionalism and in accordance with IOM’s Code of Conduct always.
•  Undertake other duties that may be assigned from time to time which are commensurate to the position.

Education

•  University degree in Business Administration, Accounting or a related field from an accredited academic institution, with at least two (2) years of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation with at least two (2) years experience in UN system or multinational organization; or,
•  Completed High School degree from an accredited academic institution, with three (3) years of relevant professional experience.

Experience

•  Experience performing procurement, supply chain management related tasks of which six months in any UN system or any multi-cultural organization will be an advantage.
•  Computer literacy including MS Office applications such as Word, Excel, etc.
•  Work experience using SAP procurement module is an advantage.

Languages

For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Values

Inclusion & respect for diversity

•  Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
•  Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
•  Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
•  Challenges prejudice, biases and intolerance in the workplace.

Integrity & transparency

•  Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
•  Delivers on commitments; manages the organization’s resources reliably and sustainably.
•  Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
•  Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
•  Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

Professionalism

•  Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
•  Seeks to raise professional standards in self and others through daily work and activities.
•  Adapts quickly to change and is decisive and versatile in face of uncertainty.
•  Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
•  Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Core Competencies

Accountability

•  Accepts personal responsibility for quality and timeliness of work.
•  Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
•  Operates in compliance with organizational regulations and rules.
•  Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.

Communication

•  Presents information using language and sequence of ideas that is easy for recipients to understand.
•  Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
•  Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
•  Listens carefully and genuinely to the views and positions of others; acts on received information.

Managing and sharing knowledge

•  Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
•  Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
•  Puts new learning into practice and draws on diverse sources of ideas and inspiration.
•  Contributes to the identification of improvements to work processes and assists in implementing them.

Teamwork

•  Establishes strong relationships with colleagues and partners; relates well to people at all levels.
•  Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
•  Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
•  Coordinates own work with that of the team to meet agreed priorities and deadlines.

Delivering results

•  Produces quality results and provides quality services to clients.
•  Meets goals and timelines for delivery of products or services.
•  Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
•  Shows understanding of own role and responsibilities in relation to expected results.

How to apply

Interested applicants may send their applications to hrmanila@iom.int no later than 15 August 2023. VN Number and Position Title (VN 144/2023 – Procurement Assistant) should be specified in the SUBJECT field.

Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.

IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.

Only shortlisted candidates will be contacted and an offer will be made following the confirmation of funding.