Procurement Assistant

Position Title: Procurement Assistant

Duty Station: IOM Philippines Country Office (Manila)

**

Classification: General Service Staff, Grade G-5**

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 25 March 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 environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Resource Management Officer and under the direct supervision of Sr. Procurement Assistant, the successful candidate will be accountable and responsible for preparing contracts using IOM’s Contract Automation, Filing and Execution (CAFÉ) system, as well as backing up other procurement functions for the mission projects.

Core Functions / Responsibilities:

• Prepare procurement and non-procurement contracts using the Contract Automation, Filing and Execution (CAFÉ) system. Examples of the types of contracts to be prepared include Service Agreements, Lease Agreements and Project Implementation Agreements, but does not include Human Resource contracts.
• Coordinate with LEG (Legal) Unit for contracts which require LEG approval.
• Coordinate with Project Managers regarding their requirements for Project Implementation Agreements.
• Coordinate with Contracting Party for the confirmation and concerns with regards to contract.
• Prepare Cover Letter in lieu of Vendors prepared Contract.
• As required and in the absence of other team members, receive Purchase Request (PR) Forms, coordinate quotations and prepare Bids Analysis Summaries.
• As required, and in the absence of other team members, follow up on Purchase Order status and coordinate with vendors as needed.
• Monitor the duration of the contract and inform the concerns party on the contract to be ended.
• Prepare the amended contract as deemed necessary before the contract expires.
• Prepare documents for the tax exemption and custom clearance for the import goods.
• Coordinate with government Agency that related to the application of Goods importation, tax exemption and custom brokerage.
• Prepare documents for the registration and renewal of Diplomatic vehicle.
• Perform other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Business Administration, Law, Management or a related field from accredited academic institution, with three years of relevant professional experience; Or,
• High School degree in above field with five years of relevant experience.

Experience

• Experience in preparation of contracts in either a procurement or a legal setting.
• Experience and professional experience in one or more of the procurement and logistics ancillary sectors, material control, transport and distribution management, inventory, building management and construction is desirable
• Experience in supply chain management of which one year in any UN system or any multi-cultural organization will be an advantage is desirable;
• Experience in procurement in international and/or government process is desirable**

Skills

• Experience in using SAP system, MS office applications such as Word and Excel.
• Fast learner, and able to grasp new technological systems, platforms and applications.

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

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 1*

• 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.

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

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 either the country of the duty station or from a location in a neighbouring country that is within commuting distance 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, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.