مطلوب VN10479 مساعد المشتريات واللوجستيات – G5

Applications are welcome from internal and external candidates. 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, internal candidates are considered first-tier candidates.

Context

Under the overall guidance of the Head of Mission in Lebanon, and under the direct supervision of the Supply Chain Officer in Beirut, the incumbent shall be responsible for carrying procurement and logistics functions in accordance with IOM’s regulations, rules and procedures. In particular, the incumbent will

RESPONSIBILITIES

• Support Supply Chain Officer in implementing and strengthening the Asset Management process.
• Maintain up to date and accurate asset management register for all company assets (for example, furniture, computer, laptops) and ensure all relevant information is updated in the ERP system in line with the physical data, asset movement and changes record.
• Conduct bi-annually Mission’s physical asset inventory using MAiA application, update the inventory list accordingly.
• Ensure timely submission of necessary asset reports and documentation to relevant Headquarters (HQs) Departments and to Manila Administrative Centre (MAC), as appropriate.
• Liaise with CAS Manila to obtain approval related to asset disposal, transfer, and scrap and retirement process in the system.
• Manage incoming, outgoing, movement and transfer of assets. Ensure newly procured asset matched with the specification mentioned in the Purchase Order, update the Assets Master Record (AMR), tag the asset and issue related proper receipt (Goods Delivery/Receive Note, Asset Assignment/Return Form, or Asset Transfer Form).
• Generate asset QR sticker through PRISM and tag all incoming fixed and low value assets of the mission; replace and update the tagging as required.
• Ensure Asset Assignment Form (AAF) is issued to staff member upon receiving of asset and issue Asset Return Form (ARF) when the asset is returned.
• Prepare Asset Disposal Form (ADF) for missing and obsolete assets and obtain approval at the Mission and CAS Manila levels. Ensure the supporting document such as email and/or police report are attached.
• Convene Asset Disposal Committee (ADC) in the Mission as needed related to decisions on asset disposal and staff member accountabilities on lost/missing/stolen/damaged/broken asset.
• Make follow up of broken or unfunctional asset with the respective service provider or repair centre and ensure provision of regular asset maintenance. Coordinate with IT Department and related user as required for further repair, replacement or disposal.
• Execute ZUPA in the system on monthly basis to ensure all assets are acquired in a timely manner and respond to all RAS periodic checklist queries related to the mission’s assets.
• Coordinate with insurance provider regarding monthly update of equipment in insurance coverage.
• Coordinate with insurance companies on claims related to asset
• Support Senior Procurement and Logistics Assistant in ensuring that the IOM main and sub office premises, and office equipment always remain in good tenable condition.
• Monitor maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.
• Provide procurement, logistical and administrative support in a timely and efficient manner in the acquisition of facilities/building related requirements.
• Assist in drafting and preparing tender documents related to services (e.g. Invitation to bids, Request for Proposals and Request for Quotations) including bid evaluations based on the nature of the requirements and cost of procurement involved.
• Obtain quotations/proposals related to services and ensure submission within required timeframe.
• Coordinate with end users in the review and evaluation of quotations/proposals against the specifications/terms of reference/statement of work and in consideration of best value for money.
• Prepare case presentation for review and verification of appropriate review bodies, explaining the nature and purpose of the requirement, the procurement process undertaken, the recommendations and basis for award and ensure full compliance to the IOM Procurement Manual;
• Prepare and issue Service Contracts.
• Coordinate and monitor the delivery of procurement requisitions and perform follow up actions to ensure services delivered according to project implementation schedule.

Other Tasks

• Act as Bids Receipt Focal responsible for receiving, opening, and handling of bids.
• Prepare procurement monitoring reports and documents as required
• Prepare Request for Payment for submission to Accounts Payable Unit for timely processing of payment to vendors.
• Perform other duties as may be assigned.

QUALIFICATIONS

Education

• University degree in Business Administration, Procurement and Supply, Management or a related field from an accredited academic institution with four years relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one year experience in UN system or multi-national organization; or
• Completed High School/Secondary education with three years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• A minimum of three years of progressively responsible professional experience in procurement, administrative services or related area is required.
• At least three years of professional experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable.
• Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.
• A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.

Skills

• Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful.
• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Team player; ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds

Languages

Fluency in English, Arabic is required (oral and written).

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

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

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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 actions 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 1) (applicable only if position is with direct reports)

• 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 leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. 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.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies