SVN/ID10/2022/035 - Procurement and Logistic Assistant I, Surabaya

Job Description

Title: SVN/ID10/2022/035 - Procurement and Logistic Assistant I, Surabaya

Company Name: International Organization for Migration

Vacancy: 2

Job Location: Surabaya

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

Years Of Experience: 2 years

Qualification: Bachelor's Degree

Employment Status: Contract

Open to Internal and External Candidates

Position Information:

Reference No. : SVN/ID10/2022/035

Position Title : Procurement and Logistic Assistant I 

Duty Station : Surabaya

Organization Unit : Resource Management Unit

Classification : General Service, Grade G-5

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

Report to : Head of Field Office

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 the direct supervision of the Head of Field Office in Surabaya, in close coordination with National Procurement and Logistic Officer in Jakarta, and overall supervision of Senior Programme Coordinator for Central Region, the incumbent will be responsible for providing administrative, financial, procurement and logistic support to IOM Surabaya.

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. Provide Assistance in identifying potential vendors, conduct vendors appraisals and if suitable register them in PRISM (SAP) system and/or procurement company databased.
  3. Assist to 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 in Jakarta and ensure that all procurement transactions are done through PRISM (SAP).
  4. Undertake regular spot check on quality, delivery from our selected vendors and to also assess the satisfaction of IOM beneficiaries of the service rendered to the together with operations staff and evaluate vendor’s performance regularly.
  5. Report to requisitioners 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.
  6. Prepare payment documentation and liaise closely with the finance department concerning payment of purchased and delivered goods and services.
  7. Perform administrative duties related to office; including but not limited to office lease, cleaning service, security guard. Vehicles, photocopy machine, internet, and office utilities for offices.
  8. Assist in the coordination of fleet operation activities which include providing and arranging daily vehicle schedule, vehicle movement and preparing fleet report to be submitted to RMA and Jakarta Fleet Management in timely manner.
  9. Maintain office asset inventory and management of goods/assets. Prepare monthly report to RMA and Asset teal Jakarta.
  10. Act with integrity and professionalism and in accordance with IOM’s code of conduct at all times
  11. Undertake duty travel as required
  12. Perform any other duties as may be assigned.

Required Qualifications and Experience:

Education

  • University degree from an accredited academic institution, preferably in Business Administration, Logistics, or Management, with minimum 2 (two) years relevant work experience, or;
  • 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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