Senior Procurement and Logistics Assistant

Position Title: Senior Procurement and Logistics Assistant
Classification, Position Grade: General Staff, Grade G7
Duty Station: Jordan, Amman
Type of Appointment: SST, Short Term contract, 6 months with possibility of extension
Date of Issue: 10 March 2022
Closure Date: 24 March 2022
Vacancy No.: JOR/038/2022
Organizational Unit : Resource Management Unit (RMU) Unit

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Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Context and Scope
Under general guidance of the Chief of Mission (CoM), overall supervision of the Senior Resources Management Officer (SRMO), the direct supervision of Procurement and Logistics Officer, the Senior Procurement and Logistics Assistant will be responsible for the procurement and logistics activities of the Mission, as follows:
Core Functions / Responsibilities:

1. Assist Procurement and Logistics Officer overseeing implementation of procurement activities in the Mission within established internal control mechanisms. Ensure bidding process are done fairly, transparently and in accordance with the set rules and regulations under the IOM Procurement Manual and Instructions.
2. Implement proper control and monitoring procedures for the procurement and contracting processes; ensure the transparency and competitiveness of IOM bids analysis, and bidding and tendering processes.
3. Follow-up on status of purchase orders and keep project managers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
4. Monitor and update information/database for vendor/contractor accreditation and evaluation process to ensure availability of pool of reliable vendors and contractors to address the needs of the Mission.
5. Attend inter-agency fora, including the procurement working group and the logistics cluster ensuring IOM’s active presentation, involvement in and benefitting from UN joint initiatives.
   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.
6. Organize and maintain proper procurement tracking and filing systems including contracts administration and update of the database.
7. Work with the programme management and provide expert guidance in preparing and issuing call for proposals and bidding documents for the tendering processes of the projects.
8. Draft and review contracts using the IOM contracts forms for procuring services and goods for the Organization.
9. Coordinate with and provide technical guidance and information to Project Managers regarding procurement and service requests and requirements, in order to consolidate overall mission procurement (or service) requirements and optimize purchasing power.
10. Coordinate processes for the establishment of LTA (Long term Agreements) for goods/works/services commonly needed by the office.
11. Plan and prepare procurement actions and analyse procurement requests, identify service providers, evaluate information regarding vendor’s performance regarding quality, prices delivery of equipment in respect of organizations best interests.
12. Coordinate with Procurement and Logistics Officer in planning of procurement processes and analyses of purchasing trends.
13. Liaise and coordinate with the Global Procurement and Supply Unit (GPSU), Office of Legal Affairs (LEG) and other respective Units and Departments at HQ and RO level on all matters related to applying best practices and relevant administrative procedures.
14. Prepare and conduct RFQs, PRs and BASs receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with IOM rules and regulations.
15. Guide, coordinate and supervise the work of staff in the unit.

16. Perform any other related task as may be assigned.
    EDUCATION AND EXPERIENCE
    • University degree, preferably in the area of logistics/procurement or finance or public administration, with 5 years working experience preferably in an international organization. Experience with IOM or another international organization a plus; or Master Degree in the above field is an advantage or;
    • Diploma/High school, Certificate in related fields, with Seven years of relevant professional experience in in the area of logistics/procurement or finance or public administration,;
    • Prior experience in usage of SAP an added advantage.
    • Experience in working in an international environment and in liaising with a variety of partners at all levels of the hierarchy.
    SKILLS
    • Excellent communication and negotiation skills. Ability to present clear and concise information.
    • Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
    • Ability to handle confidential matters.
    • Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
    • Mature individual, able to work independently under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision.
    • Solid computer skills, including proficiency in MS Office Packages (Office, excel, Power point, outlook) internet and E-mail.
    Languages:
    Fluency in English and Arabic oral & written is required
    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 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.

    Others:
    • The appointment is subject to funding confirmation.
    • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.