Sr. Procurement Assistant at International Organization for Migration


Position Title: Sr. Procurement Assistant

Job classification: G-6

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

Type of Appointment: One-Year Fixed-Term with possibility of extension

Closing date: 21 September 2022

Salary: Php 746,790 per annum net of taxes

Context

This position is located in Manila Administrative Center, Supply Chain Unit, Procurement Compliance and Training Team under the direct supervision of the Team Leader and the overall supervision of the Head, Manila Supply Chain Unit.

The Manila Supply Chain Unit (MSCU), being part of Manila Administrative Center of IOM, provides advisory, back-office, global warehouse operations and field procurement support services for IOM projects implemented worldwide. MSCU plays an important role by performing Procurement Process Review function before contracts are awarded, ensuring that IOM regulations are applied and adhered to in procurements conducted by Missions and Offices around the world. Among others, MSCU provides guidance and advice on IOM’s procurement policy, e.g. it assists missions in developing procurement strategies, reviewing solicitation documents, proposals and contracts, manage risks, etc.

Core Functions / Responsibilities

  • Conduct preliminary review of the procurement process to specific procurement cases prior to a contract award to IOM Missions and Offices within the agreed service levels and report any inconsistencies to the supervisor.
  • Review the submitted case presentations and related procurement documents to check procurement activities are conducted in line with IOM procurement rules and regulations and accepted professional purchasing practices, and flagging of inconsistencies.
  • Review procurement documents to determine adequacy of documentation, proper recording and accuracy of recorded transactions. Note any deviations or errors and recommend the necessary corrective actions through the Procurement Process Review (PPR) template.
  • Ensures the timely and efficient review and submission of the PPR analysis to the Head of MSCU and makes a recommendation on the proposed contract award.
  • Rates the quality of the submission based on the established guidelines (if applicable).
  • Ensures the necessary clarifications were acquired and the completed documents routed back to the requesting office within the established service level agreements,
  • Act as a focal point for emergency operations, which require shorter review timelines.
  • Maintains a permanent and secure record of all PPR reviews, recommendations and case presentations.
  • Compiles statistics on the workload, activities and other matters pertaining to the PPR.
  • Analyses MSCU recommendations and identifies systemic trends and issues in the acquisition process.
  • Provide technical guidance on procurement processes, SOPs and templates to IOM Missions and Offices. Take into consideration the latest IOM’s Procurement policies, procedures and best practices.
  • Provides support to junior staff members in the team with regards to the observations and MSCU recommendations/conclusions on the Missions’ procurement cases.
  • In absence of the Team Lead, oversees the daily operations of the Procurement Process Review sub team, reviews and monitors staff work to ensure timely completion of tasks.
  • Assist MSCU Head by providing inputs, observations and recommendations with regards to consistent application and interpretation of IOM’s policies by IOM Missions and Offices worldwide through reviews of procurements conducted in country offices and preparing Procurement Review Summary.
  • Assist MSCU Head by providing inputs to the design of professional training and development activities relating to procurement and assisting missions worldwide in their procurement training needs and dissemination of supply chain best practices.
  • In coordination with Team Lead and MSCU Head, contribute to the development of Quality Control Mechanism and make recommendations to SCD on both procedural and policy improvements with view of strengthening internal controls to protect the Organization from risk arising from procurement of goods, works, and services.
  • Undergo duty travel (TDY) for field mission’s training and/or procurement assistance, if required.
  • Perform other related duties as may be required by the MSCU Head.

Required Qualifications and Experience

Education:

  • University degree Business Administration, Accounting or any related field from an accredited academic institution, with four years of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one year experience in UN system or multinational organization; or
  • Completed High school degree from an accredited academic institution, with six years of relevant professional experience;
  • Trainings, diploma courses on procurement (at least CIPS Level 2 or similar) and logistics an advantage.

Experience:

  • Professional experience in public procurement and logistics. Experience in public procurement oversight, contract review, advisory is desirable;
  • Strong analytical and critical thinking skills;
  • Proficiency in MS Office applications such as Word. Power Point and Excel; knowledge of other applications such as Power BI and Visio will be desirable;
  • Excellent communications, teamwork and organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail-oriented.

How to apply

Interested candidates are invited to submit their applications by 21 September 2022 at the latest, referring to this advertisement.

For further information, please refer to: https://careersph.iom.int/vacancies/vn-0582022-vn-0582022-sr-procurement-assistant-g-6-manila-global-administrative-centre

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.

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