Procurement and Logistics Assistant

Job Description

Position Title: Procurement and Logistics Assistant

Job classification: G-5

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

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

Salary: Php 638,273.00 per annum net of taxes

Context

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

Core Functions / Responsibilities

1. Assist the National Procurement and Logistics Officer in preparing and conducting requests for Quotations, Purchase Requisitions, Bids Analysis Summaries, receipt of quotations, bids, or proposals:

• Coordinate certain conditions of contracts in full compliance with IOM rules and regulations and ensure that all transactions are done in ERP.
• Closely coordinate with end-users and internal stakeholders on the preparation of correct specifications, terms, reference or scope of work and provide the necessary recommendation.
• Verify if all purchases are reviewed and approved in line with the Purchase Authorization matrix.
• Follow up with vendors on the status of requisition and purchase orders in coordination with the National Procurement and Logistics Officer to ensure timely delivery of ordered goods and services.
• Notify the requesting staff on the estimated delivery time of their requests or services. Including any changes that may affect or modify the pre-determined delivery schedule and conditions.
• Maintain a proper filing system of procurement documentation.
• Handle personnel Effects – import and export tasks.

2. Staff Augmentation/Outsourcing

• Ensure close coordination with various internal stakeholders and requesting units including but not limited to MAC Accounts payable for payment issues, Manila Supply Chain Unit for the PPR review and with different service providers in line with staff augmentation/outsourcing requests.
• Assist Common Services focal in PRF creation.
• Process monthly service fee of the consultant and prepare PPR for accumulated transaction with USD 200k and above amount.

3. Insurance

• Process Yearly/Annually renewal of MAC and IOM Warehouse including (Property All Risk, Commercial General Liability, Electronic Equipment Insurance, Motor Vehicle Insurance (Comprehensive, TPL and Passenger) with the following raider, Fidelity, etc.
• Prepare cost benefit analysis to verify that the coverage is beneficial to the organization.
• Process and endorse insurance claims.

4. Gather and maintain Vendor Information Sheet from vendors/service providers for review and filing.

5. Perform other related duties as required.

Required Qualifications and Experience

Education

• University degree in Business Administration, Accounting or a related field from an accredited academic institution, with three (3) years of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one (1) year experience in UN system or multinational organization; or,
• Completed High School degree from an accredited academic institution, with five (5) years of relevant professional experience.
• Certificate on procurement, an advantage.

Experience:

• Experience in procurement and supply chain management related tasks;
• Work experience using SAP procurement module is an advantage.
• Experience working in any multicultural organization and/or UN system, an advantage.
• Proficient in using MS Office applications and other ERP
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.