SVN/ID10/2013/075 - Procurement & Logistics Assistant I

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 Base Salary          Duty station Type & duration of Contract	SVN/ID10/2013/075 Procurement & Logistics Assistant I General Service Staff, Grade 4 IDR 9,266,750 per month Surabaya 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 Surabaya tba tba n/a
Reporting directly to	-National Head of Sub-Office in Surabaya -Logistics & Procurement Officer, for technical guidance.
Overall supervision by	RCA Programme Coordinator (Java Region)
Managerial responsibility	No
Directly reporting staff	0

 

II. Organizational Context and Scope

Under direct supervision of the National Head of Sub-Office in Surabaya, in close coordination with the Logistics/Procurement Officer in Jakarta and under the overall supervision of the RCA Programme Coordinator (Java Region), 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 Surabaya.

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 done through PRIMS(SAP) 17.   Ensure and manage that office asset inventory is in line to IOM Assets inventory policy and maintain updated asset inventory report 18.   Coordinate office fleet and drivers activities to ensure all transactions are in line to IOM fleet management policy 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 Keeps clients informed of developments and setbacks   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 Actively seeks new ways of improving programmes or services Expands responsibilities while maintaining existing ones Persuades others to consider new ideas Proactively develops new ways to resolve problems   Leadership and Negotiation Convinces others to share resources Actively identifies opportunities for and promotes organizational change Presents goals as shared interests Articulates vision to motivate colleagues and follows through with commitments   Performance Management Provides constructive feedback to colleagues Identifies ways for their staff to develop their abilities and careers Provides fair, accurate, timely, and constructive staff evaluations Uses staff evaluations appropriately in recruitment and other relevant HR procedures Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations   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 Adjusts priorities and plans to achieve goals Allocates appropriate times and resources for own work and that of team members   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   Resources Mobilization Establishes realistic resource requirements to meet IOM needs

 

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 four 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=nl&file=phform.xls

c)      Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

 

Please submit your application through through http://www.iom.or.id/about.jsp?lang=eng or send by email to recruitment-indonesia@iom.int, indicating the reference code above (SVN/ID10/2013/075 )  as subject. The deadline for applications is 05 November 2013.

 

 

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