SVN/ID10/2022/034 - Procurement and Logistic Assistant II, Makassar

Job Description

Title: SVN/ID10/2022/034 - Procurement and Logistic Assistant II, Makassar

Company Name: International Organization for Migration

Vacancy: 3

Job Location: Makassar

Career Level: Staff (non-management & non-supervisor)

Years Of Experience: 3 years

Qualification: Bachelor's Degree

Employment Status: Contract

Open to Internal and External Candidates

Position Information:

Reference No. : SVN/ID10/2022/034

Position Title : Procurement and Logistic Assistant II 

Duty Station : Makassar

Organization Unit : Resource Management Unit

Classification : General Service, Grade G-5

Type of Appointment : Special Short-Term contract (with possibility of extension)

Report to : Senior Resource Management Assistant

Estimated Start Date : As soon as possible

Closing Date : 08 July 2022

Context:

Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM missions in the world working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking/Labour Mobility and Human Development (CT/LMHD), Disasters, Climate and Resilience (DCR), Immigration and Border Management (IBM), Migrant Assistance, Migration Health, and Resettlement and Voluntary Returns.

The Resources Management Unit will contribute to the monitoring and supporting the budgetary financial, human resources and other administrative functions to ensure quality, effective and efficient resources management of the Country Office. Under direct supervision of the Senior Resource Management Assistant in IOM Sub Office Makassar, in close coordination with the National Procurement and Logistic Officer in Jakarta Country Office and under the overall supervision of the HoSO / Programme Coordinator Eastern Region Indonesia in Makassar, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistic or procurement support to the projects at Eastern Region Indonesia in Makassar and its field offices.

Responsibilities and Accountabilities:

  1. To identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system.
  2. To receive and review procurement activity requests from sub-office including quotation, bidding analysis summary, confirmation order, purchase order and legal contract extension or new contract.
  3. Ensure that all procurements activities both in Hub Office and sub-Office are done through PRISM (SAP) system and ensure that the proper IOM administrative procedures and standards are well established such as follow up with the vendor, canvassing, do bidding, ordering and stock keeping are strictly adhered to.
  4. To undertake travel to the field offices to assist on-going activities and provide direct logistics/procurement assistance and guidelines.
  5. To work closely with Head of Office, SRMA and National Procurement and Logistic Officer in Jakarta Office regarding procurement of goods / services requested by programme staff of unambiguous specifications and to consolidate overall office procurement requirements and optimize purchasing power.
  6. To conduct regular meetings among the team to identify any problem and how to overcome it and to maintain and update contracts status both in Hub office and sub offices. Coordination with SRMA and Head of Office.
  7. Prepare Request for Payment on time with its supporting documents as required and to work closely with the finance and SRMA.
  8. Maintaining record of all transaction, ensuring that an efficient filling system for record of all quotations, copies of records of expenditures, receipts, local order forms etc are kept. Filling system: hard copy and soft copy.
  9. Prepare weekly updated on progress report for ongoing activities and share any information on the field that need further attention and discussion as well as report to the requisitioner about the status of procurements including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions
  10. Act with integrity and professionalism and in accordance with IOM’s code of Conduct At all times.
  11. Performs such other duties as may be assigned.

Required Qualifications and Experience:

Education

  • Bachelor’s degree in the relevant field of expertise (Business, Administration, Logistics, Management, etc) with three years of relevant experience;
  • Completed High School degree with at least 4 (four) years in relevant work experience.

Experience

  • Indonesian National with good knowledge of and experiences in procurement and logistic, administration and operational in non profit or UN agencies will be preferred;
  • Have knowledge and experiences working with SAP is an advantage.

Skills

  • Ability to prepare clear and concise reports and to analyses and interpret source information and data.
  • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
  • Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
  • Knowledge of asset management, contract management and warehouse manage will be preferred;
  • Knowledge of IOM procurement and financial rules and regulation will be an advantage;
  • High level of computer literacy is required, Good knowledge of MS-Office, specifically Microsoft Excel.

Languages:

Fluency in English and Bahasa Indonesia both written and spoken.

Required Competencies:

The incumbent is expected to demonstrate the following values and competencies:

Value

  • 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 competency - 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 action 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, verification of Education certificate and security clearances.

IOM applies local United Nations Salary Scale.

How to apply:

Interested candidates are invited to submit their applications in ENGLISH, with:

Please submit your application online by clicking "APPLY NOW" button below. The deadline for applications is 08 July 2022. Candidates applying for this vacancy are required to declare whether they have relatives already working for IOM.

Only applicant who meets the above qualification will be considered

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