Procurement and Logistics Assistant

POST DESCRIPTION

Position title: Procurement and Logistics Assistant

Position grade: UG

Duty station: Manama, Bahrain

Job family: Department of Finance and Resource Management

Organizational unit: Department of Finance and Resource Management

Reports directly to: Administrative & Finance Assistant

Number of Direct Reports: 0

II. Organizational Context and Scope

Under the overall supervision of Bahrain Chief of Mission and the direct supervision of the Administrative & Finance Assistant, the successful candidate will be responsible and accountable for providing necessary support to Procurement & Logistics functions of IOM Bahrain Country Office.:

III. Responsibilities and Accountabilities

In particular, the incumbent will perform the following functions:

1. In compliance of IOM Procurement Manual, assist Project Managers and Administrative & Finance Assistant in implementation of effective internal control, and a proper functioning of a client-oriented procurement management system.

2. Undertake market research in order to evaluate potential new suppliers.

3. Receive, review and analyse procurement requisition forms for completeness and accuracy.

4. Assist in the management of the contracts process throughout the procurement cycle, including needs definition, market research, tender issuance, evaluation of offers and vendor performance evaluation in accordance to IOM procurement rules.

5. Support reviewing contracts and agreements for submission to Legal Department.

6. Manage cost effective procurement services in the area of contracts and long-term agreements (LTA) in support of IOM Bahrain operations.

7. In close collaboration with the Project Managers and/or the Administrative & Finance Assistant, verify that appropriate funds are available for any purchase.

8. Assist in the development of Key Performance Indicators (KPIs), monitor and record the performance of LTA suppliers in relation to established KPIs, and follow-up with suppliers on improvements.

9. Identify service providers and evaluate vendors’ performance regarding quality, prices, and delivery of goods and services in line with the Organisation’s best interests and value for money.

10. Liaise with IOM Manila Global Procurement & Supply Unit (GPSU) in seeking approvals for all contracts and agreements.

11. Provide a monthly checklist on pending Purchase Orders (PO) and follow-up with relevant colleagues to ensure timely closure of all the Purchase Orders in the PRISM system.

12. Ensure all expected merchandise are received timely, according with PO specifications, and that all goods are in good condition.

13. Conduct review of vendor invoices to ensure compliance with PO and goods received; prepare Payment Requests and ensure timely payment to suppliers/ service providers.

14. Coordinate with clearing agents, other key stakeholders, ensuring information and documentation on shipments’ arrival is shared in ample time to minimise delays and the incurring of costly demurrage charges.

15. Ensure management of Petty Cash, including replenishing in coordination with Finance Unit.

16. Plan office supplies, coordinate purchase according to needs, from procurement requisition to goods delivery.

17. Update vendor database in support of IOM procurement requirements.

18. Maintain proper filing of all procurement-related and shipping documents; Contribute to a proper filing system in relation to grants, leases and LTA.

19. Perform any other duties as may be required.

IV. Required Qualifications and Experience

Education

• Bachelor’s degree in Procurement, Business Administration, Project Management or an equivalent with three years of relevant professional experience; or,

• High School degree/certificate with five years of professional experience.

Experience

• Professional experience with specific focus on local/international procurement, clearing & forwarding, VAT, Bahraini policies, laws and regulations.

• Experience in inventory/stock/supplies management.

V. Languages

Required

For this position, fluency in English and Arabic.

VI. Competencies**[1]**

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:**

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

Core Competencies – behavioural indicators level 2*

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

*Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in country of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.