Procurement and Logistics Officer

Position Title : Procurement and Logistics Officer

Duty Station : Mexico City, Mexico

Classification : Professional Staff, Grade P2

Type of Appointment : Special short-term graded, nine months with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 17 February 2022

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. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates

2. Candidates from the following non-represented member states:

Antigua and Barbuda; Aruba (Netherlands); Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Cuba; Curaçao; Fiji; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Latvia; Libya; Luxembourg; Madagascar; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Chief of Mission (CoM) and direct supervision of the Resources Management Officer (RMO), and in close collaboration with the Regional Office, the successful candidate in coordination with Global Procurement and Supply Unit (GPSU) in Manila Administrative Centre (MAC) will be responsible and accountable for procurement and supply chain activities measured by Procurement and Supply Objectives and Goals as follows:

• Best Value Sourcing and Value for Money;

• Availability and Quality Assurance;

• Compliance and Stewardship; and,

• Productivity and Efficiency.

Core Functions / Responsibilities:

1. Support the management of the procurement activities and provide first-line support, guidance and training to the relevant CO staff (including sub office) with respect to policies, rules and regulations relating to procurement and supply chain matters.

2. Conduct procurement and supply chain activities related to the emergency and post-emergency operation, ensuring all critical work and documentation are in order, on time and of high quality.

3. Monitor implementation of appropriate procurement processes, procedures, and solutions, ensuring the application of solid internal control systems.

4. In coordination with RMO, prepare and assist with the timely submission of necessary asset and procurement reports and documentation within the Country Office (including sub offices) to the relevant Headquarters (HQ) Department and to MAC, as appropriate.

5. Contribute to the management and monitoring of all supply chain tasks and activities, including budgeting, scheduling and provision of materials and equipment needed by the CO (including sub offices). Prepare regular progress reports, statistical information and briefing material as required.

6. Contribute to the review of procurement requests, identify service providers, and evaluate information regarding vendor’s performance in the areas of quality, prices, and delivery of goods in view of the Organization’s best interests. Maintain a pool of qualified suppliers, vendors and contractors to address the needs of the CO (and sub – offices).

7. Solicit bids, quotations, and tender documents; oversee bidding process and provide support for procurement transactions, analyze them for conformity to specified requirements; conduct appraisals and select suppliers, and confirm terms of payment; prepare purchase orders and ensure receiving authorization by the RMO and the CoM or HoO.

8. Monitor the organization and maintenance of systems and procedures for procurement/contracting of supplies, equipment, services needed by the CO (including sub offices).

9. In coordination with the RMO, ensure that appropriate funds are available for purchase; ensure receipts are received when payment is conducted in cash; request authorization regarding bank transfer payments.

10. Assis the RMO in identifying the supply chain bottlenecks (value stream mapping) and propose ways to fill in the gaps and ensure proper distribution mechanisms are in place.

11. Liaise with the programme management in field operations and provide technical support in preparing and issuing call for proposals and bidding documents for the tendering processes of the projects. Ensure bidding process are done fairly, transparently and in accordance with the set rules and regulations under the Procurement Manual. Contribute to the development and implementation of Procurement and Supply initiatives and projects in the country, in accordance with the Procurement and Supply Division’s Framework.

12. Implement contract tracking and administration system to ensure proper tracking and monitoring of contracts/agreements procured by the CO. In coordination with RMO, draft contract agreements and assist with the proper coordination with the Office of Legal Affairs (LEG) in HQ adhered prior to any engagement to the contracting party.

13. Monitor and supervise the strict adherence to the stockroom management practices, in order to ensure there is no undue overstocking or loss; control supply stock and monitor consumable materials, in order to be able to provide staff with ready access to common regularly used items and replenishment.

14. Support the monitoring of the maintenance and repair of office facilities, including preventive maintenance. Contribute to the establishment of maintenance agreements with competent service providers when it is feasible and determined to be cost effective.

15. Participate and engage actively in the UN inter-agency meetings and forums related to the procurement and logistics field.

16. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Management, Logistics, Procurement or a related field from an accredited academic institution with two years of relevant professional experience; or,

• University degree in the above fields with four years of relevant professional experience.

Experience

• Experience in managing diverse procurement and logistics operations; and,

• Demonstrated experience in training and managing large teams of co-workers, managing vendors and suppliers.

Skills

• Extensive knowledge of IOM/UN internal procurement and financial rules, as well as IOM’s system and processes as they apply to procurement and logistics; and,

• Excellent level of computer literacy and good knowledge of SAP is an advantage.

Languages

IOM’s official languages are English, French, and Spanish.

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese).

For all applicants, fluency in English and Spanish is required (oral and written). Working knowledge of any other UN language is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database

(https://whed.net/home.php).

Required 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.

Managerial Competencies – behavioural indicators level 2

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found at this link. https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

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

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.