SVN/ID10/2013/007

International Organization for Migration (IOM) Indonesia is looking for a Procurement & Logistics Assistant I according to the terms of reference below:
 
I. Position Information
Reference No.
Position title
Position grade
Duty station
Type of Contract SVN/ID10/2013/007
Procurement & Logistics Assistant I
General Service Staff, Grade 4
Tanjung Pinang
Special All Inclusive Contract for 6 (six) months, subject to the medical clearance (the first three months will be considered as probation period). The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band IV
Logistics & Procurement
Log & Proc Unit – IOM Tanjung Pinang
n/a
n/a
n/a
Reporting directly to -Head of Sub-Office/Operations Officer in Tanjung Pinang
-Logistics & Procurement Officer, for technical guidance.
Overall supervision by Deputy Chief of Mission
Managerial responsibility No
Directly reporting staff 0

II. Organizational Context and Scope

Under direct supervision of the Head of Sub-Office / Operations Officer in Tanjung Pinang, in close coordination with the Logistics/Procurement Officer in Jakarta and under the overall supervision of the Deputy Chief of Mission, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics/procurement support to the projects at the sub office in Tanjung Pinang.

III. Responsibilities and Accountabilities

1.       Receive, review and process incoming requests from requisitioners ensuring sufficient clarity on specifications given for good and services. Confirm any other relevant information from requisitioners, particularly from programme managers at the sub office.
2.       If necessary, assist programme staff in preparation of unambiguous specifications for purchase of goods, prior submission of requisition.
3.       Coordinate and ensure that all project related purchases are reviewed and approved in accordance to the purchase authorization matrix.
4.       Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system and/or procurement company’ database.
5.       Liaise with Logistics/Procurement Officer regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
6.       Plan and implement procurement activities, including obtaining quotations, preparation of evaluation and recommendation, issuance of Purchase Order (PO) or Service Agreement (SA) and delivery of goods/services in accordance to IOM procurement guidelines and in coordination with Logistics/Procurement Officer.
7.       Prepare Purchase Orders or Service Agreements and ensure authorization is received in accordance to Mission Permanent Instructions.
8.       Coordinate with the Finance Assistant to ensure that prior to the final ordering and delivery of goods/services, the WBS element and budget line item have been determined.
9.       Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the PO/SA. Furthermore ensure quality and opportune delivery of purchased goods/services.
10.   Report to requisitioner on the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions. In the event of changes, propose alternatives to mitigate delays in project implementation processes.
11.   Prepare payment documentation and liaise closely with the finance department concerning payment of purchased and delivered goods and services.
12.   Maintain optimal records of all transactions, ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receiving reports, receipts, local order forms, etc are kept accountable and easily accessible by managers.
13.   Evaluate vendor’s performance, reliability, quality, price, delivery of goods/services against the concluded PO/SA and organizations’ best interests.
14.   Ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
15.   Prepare weekly progress report for all procurement activities and provide brief updates to HsO on overall status of purchases, logistics and warehousing.
16.   Ensure that all procurement transactions are dove through PRIMS(SAP)
17.   Manage office asset inventory in line to IOM internal policy and procedures
18.   Manage office vehicles and drivers in line to IOM internal policy and procedures
19.   At the request of the Line Manager or HoSO, participate in staff development and training processes
20.   Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times.
21.   Perform such other related duties as may be assigned

IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural
Accountability
* Accepts and gives constructive criticism
* Follows all relevant procedures, processes, and policies
* Meets deadline, cost, and quality requirements for outputs
* Monitors own work to correct errors
* Takes responsibility for meeting commitments and for any shortcomings

Client Orientation
* Identifies the immediate and peripheral clients of own work
* Establishes and maintains effective working relationships with clients
* Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
*
Continuous Learning
* Contributes to colleagues' learning
* Demonstrates interest in improving relevant skills
* Demonstrates interest in acquiring skills relevant to other functional areas
* Keeps abreast of developments in own professional area

Communication
* Actively shares relevant information
* Clearly communicates, and listens to feedback on, changing priorities and procedures
* Writes clearly and effectively, adapting wording and style to the intended audience
* Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative
* Proactively develops new ways to resolve problems

Leadership and Negotiation
* Convinces others to share resources
* Presents goals as shared interests

Performance Management
* Provides constructive feedback to colleagues
* Provides fair, accurate, timely, and constructive staff evaluations
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures

Planning and Organizing
* Sets clear and achievable goals consistent with agreed priorities for self and others
* Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers
* Organizes and documents work to allow for planned and unplanned handovers
* Identifies risks and makes contingency plans

Professionalism
* Masters subject matter related to responsibilities
* Identifies issues, opportunities, and risks central to responsibilities
* Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
* Persistent, calm, and polite in the face of challenges and stress
* Treats all colleagues with respect and dignity
* Works effectively with people from different cultures by adapting to relevant cultural contexts
* Knowledgeable about and promotes IOM core mandate and migration Solutions

Teamwork
* Actively contributes to an effective, collegial, and agreeable team environment
* Contributes to, and follows team objectives
* Gives credit where credit is due
* Seeks input and feedback from others
* Delegates tasks and responsibilities as appropriate
* Actively supports and implements final group decisions
* Takes joint responsibility for team's work

Technological Awareness
* Learns about developments in available technology
* Proactively identifies and advocates for cost-efficient technology solutions
* Understands applicability and limitation of technology and seeks to apply it to appropriate work

Technical
a)      Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
b)     Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
c)      Anticipates and prepares adequate responses to matters affecting staff safety/security
d)     A comprehensive understanding of the concepts, mandate and operational system of a security unit
e)      Knowledge of various analytical techniques and the process of analysing and grading sources of information, related to safety/security and threat/risk assessment
f)       Proficient in computer application.

V. Education and Experience

a)      University degree in the relevant field of expertise (Business Administration, Logistics, Management).
b)      Minimum five years of experience in administration, logistics and procurement, preferably have experience in procurement/logistics at IOM.

VI. Languages

Fluency in English and Bahasa Indonesia, both oral and written.


HOW TO APPLY

Interested candidates are invited to send the application in ENGLISH, with :

a)      Cover letter, clearly specify suitability and availability date,
b)     Complete the Personal History Form  which can be downloaded at the following link :
        http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c)      Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

Please submit the application by email to recruitment-indonesia@iom.int  and indicating the reference code above as subject.

The deadline for applications is 28  February 2013.

Only applicant who meet the above qualification will be short-listed