National Procurement Officer

Position Title: National Procurement Officer

Job classification: NO-B

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 1,577,572 per annum net of taxes

Context

Under the overall supervision of the Supply Chain Division (SCD) Director and the direct supervision of the Head, Manila Supply Chain Unit (MSCU), the successful candidate will provide guidance to Missions worldwide. He or she will be responsible and accountable for supervising the procurement support staff and providing international operational procurement support and relevant procurement advice.

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 and guides missions in developing procurement strategies, reviewing solicitation documents, proposals and contracts, manage risks, etc.

Core Functions / Responsibilities

• Supervise, monitor, and train MSCU procurement support team in carrying out their procurement functions following the category management approach.
• Participate in the development of strategic procurement plan for various commodities (e.g., core items such as NFIs, IT, Medical) needed across IOM operations in coordination with SCD and Thematic Experts in HQ.
• Manage and ensure effective controls and processes are in place to ensure completeness, accuracy, and timeliness of procurement transactions by MSCU procurement staff for Field Missions.
• Provide strategic procurement support to IOM Field Missions worldwide, in accordance with IOM and Donor policy, procedures, and Inter-agencies’ standards through coordinated international procurements, both regular and emergency related.
• Work in coordination with HQ Operations, Security, and thematic specialists, for providing operational procurement, logistic and emergency support on critical requirements such as Emergency Assets (Armored vehicles, staff security equipment, etc.) and Emergency Commodities supply (Food and Non-Food items, etc.) and standardization of technical specifications.
• Review, assist and advise Mission in the preparation of bidding/tender documents/request for quotation/proposal. Note any deviations or errors and recommend the necessary actions to align their tender documents with IOM rules and regulations.
• Analyze specific operational supply chain requirements and provide advice to Field Missions on appropriate methods and services to use based on standard and practice.
• Conduct complex global tenders in coordination with the subject matter experts in HQ, to strategically establish and manage Global Long Term Agreements (LTA) to achieve best value for money and procurement lead-time efficiency.
• In coordination with the MSCU Head, liaise with UN and humanitarian agencies on collaborative tenders.
• In coordination with the MSCU Head and Quality Control Officer, contribute into the development of Quality Control Mechanism for IOM Missions’ use.
• In coordination with Quality Control Officer, conduct supplier’s visit as part of the Quality Assurance and Post-Qualification prior contract award is made for global vendors, when necessary.
• Build, manage, and review global vendor list with their qualifications and compliance to business needs through market research, participation on exhibits and collaboration with UN and other humanitarian agencies.
• Maintain and enhance solid relationships with strategic global vendors and internal stakeholders.
• Assist on the provision of technical assistance/guidance on business processes and procurement operational/technical aspects in IOM’s Enterprise Resource Planning (ERP) System functionality taking into consideration the organization’s procurement policies and procedures, procurement structure, and accounting policies and procedures.
• Undergo duty travel (TDY) for field mission’s procurement assistance.
• Perform ERP/SAP reviews and coordinate with MSCU, Finance, and PRISM Unit when necessary.
• Update payment procedures in coordination with MAC-AP to ensure consistency and efficiency in the operations.
• Prepare and disseminate relevant procurement reports and statistics analysis.
• Assist the MSCU Head in planning and managing professional enhancement training programs for the procurement support team.
• Identify external training opportunities for procurement support team in coordination with MSCU Head and Staff Learning Development Unit.
• Assist MSCU Head in the review of existing procurement and logistics procedures to identify gaps and areas for improvement, development of new guidelines and policies, setting up KPI as well as development of new supply chain modules/functionalities in IOM ERP and PRISM-SAP.
• Perform other related duties as required.

Required Qualifications and Experience

Education:

• Master’s or advanced degree in Business Administration, Management, Supply Chain, Logistics or any related field with two years of relevant experience.
• Bachelor’s degree in the fields mentioned with four years of relevant experience; Experience in UN system or multi-national organization.
• CIPS Level 2 Certificate in Procurement and Supply Operations.
• Specialized trainings on procurement and logistics, an advantage.

Experience:

• Experience in procurement and logistics, international vendor sourcing and contract negotiation;
• Extensive knowledge in SAP;
• Knowledge on asset management and effective negotiation skills;
• Computer literacy including proficiency in MS Office and other applications such as PowerPoint and Excel relevant for the preparation of procurement data analytics;
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints;
• Excellent oral communication and written English skills are required;
• Accurate and detail oriented.