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Job Description and Requirements
Vacancy Notice
Open to Internal and External Candidates
Position Title
Procurement and Logistics Assistant (Multiple Positions)
Grade
G5
Duty Station
Amman, Jordan
Type of Appointment
One Year Fixed Term, with possibility of extension
Date of Issue
09 April 2023
Closure Date
23 April 2023
Vacancy No.
VN/JOR/37/2023
Organizational Unit
Resources Management 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.
IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.
Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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.
Organizational Context and Scope
Under the general supervision of Procurement & Logistics and Senior Resource Management, and the direct supervision of the Sr. Facility Assistant, the incumbent will be responsible for handling logistics and facility maintenance related activities in the Mission. Particularly, the incumbent will be responsible for the following:
Core Functions / Responsibilities:
Verify that local procurement procedures are in place and followed in accordance with the IOM’s procurement policy and other related regulations and procedures.
Provide support, advice, and assistance in procurement of goods/services for the Mission. Provision on the best option in local and international markets and optimize purchasing power.
Undertake the day-to-day operation of the following services:
Receive Purchase Request Form (PRF) and ensure that all necessary information concerning specifications, justifications, WBS and expected delivery dates are correct;
Identify potential vendor and issues Request for Quotations (RFQ);
Analyse, evaluate and compare the quotations on the Bids Analyses Sheet (BAS); and recommend them to the relevant requester. Award orders to the selected vendors who are able to meet specifications at their best offer;
Prepare Purchase Order (PO) inclusive necessary information on asset codes, specification, quantity, process, delivery dates, payments and vendor contract details;
Receive and inspect goods/services according to PO specifications and that all goods are in the good condition;
Onward delivery to final destination;
Ensure all related supporting documents for internal and cross-border transshipment are fully obtained;
Prepare payment requests and follow up with finance;
Obtain approvals as required by the matrix;
Properly record and indicate the above process in PRISM as required;
Make e-copies of procurement and logistics documents/archiving
Follow up on purchase orders status and keep the requester informed of the estimated time of delivery or any changes that may affect or modify the predetermined delivery condition;
Ensure appropriate monthly closure of open POs and PRs, and unacquired assets through PRISM;
Assist in drafting service agreements according to IOM standard templates and liaise with LEG department in getting checklist or approval code
Maintain the filling system of Procurement & Logistic documents and update the tracking system accordingly
Perform other duties as may be assigned.
Education & Experience:
University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with minimum three years of working experience in managing procurement/logistics activities or three years of relevant professional experience; or High school diploma with five years of relevant professional experience
Certification in Procurement, Logistics or Supply Chain Management is an advantage
Experience in procurement and logistics and working with vendors and service providers;
Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage, Experience working in an international organisation an advantage.
Skills
High level of computer literacy, including Excel
Knowledge of SAP highly desirable
Ability to work with national and international institutions;
Ability to prepare clear and concise report;
Excellent communication and negotiation skills
Languages:
Thorough knowledge of English and Arabic (oral and written)
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
VALUES – All IOM staff members must abide by and demonstrate these five values:
Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
Integrity and transparency: Maintain 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 – Behavioral indicators
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.
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. In addition, a clearance from the local government (“Court Clearance”) needs to be provided by the applicant.
How to apply:
Interested Internal Candidates need to submit their application plus a motivation letter, updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal through this form: Application Form
Interested External Candidates are invited to submit their applications plus a cover letter via Akhtaboot website, as per above mentioned date at the latest, referring to this advertisement and VN/Akhtaboot numbers
Only Shortlisted Candidates will be contacted.
Posting period:
From 09 April 2023 – 23 April 2023
No Fees:
IOM does not charge a fee at any stage of its recruitment process (application, interview,
processing, training or other fees). IOM does not request any information related to bank.
