Procurement and Logistics Officer

Position Title: Procurement and Logistics Officer

Duty Station: Kiev, Ukraine

Classification: Professional Staff, Grade P3

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 27 October 2020

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates

2. Candidates from the following non-represented member states:

Antigua and Barbuda; Botswana; Cabo Verde; Comoros; Cook Islands; Cuba; Fiji; Gabon; Grenada; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Latvia; Luxembourg; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

The International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to: assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration, and; uphold the human dignity and well-being of migrants.

Under the overall supervision of the Chief of Mission (CoM) and the direct supervision of the Senior Resources Management Officer (SRMO), the successful candidate, in coordination GPSU, will be responsible and accountable for procurement and logistic activities for the Country Office (CO) with particular focus on Housing Project, delivering against IOM Procurement Goals:

• Best Value Sourcing

• Availability and Quality

• Compliance and Stewardship

• Productivity and Efficiency

At IOM the procurement and supply chain activities are guided by the principles of:

• Best value for money

• Accountability, integrity and transparency

• Fairness and effective competition

• Best interest of IOM.

Core Functions / Responsibilities:

1. Conduct procurement and supply chain activities, ensuring all critical work and documentation are in order, on time and of high quality.

2. Monitor implementation of appropriate procurement processes, procedures and solutions, ensuring the application of solid internal control systems.

3. Follow up with CO to ensure timely submission of necessary asset and procurement reports and documentation within the country to relevant Headquarters (HQ) Departments and to Manila Administrative Centre (MAC), as appropriate.

4. Monitor all supply chain tasks and activities, including budgeting, scheduling and provision of materials and equipment needed by the CO. Prepare regular progress reports, statistical information and briefing material as required.

5. Analyze procurement requests, identify service providers, and evaluate information regarding vendor’s performance in the areas of quality, prices, and delivery of goods in view of the Organization’s best interests. Ensure the availability of a pool of qualified suppliers, vendors and contractors to address the needs of the CO.

6. Solicit bids, quotations, and tender documents; oversee bidding process and provide support for procurement transactions, analyze them for conformity to specified requirements; conduct appraisals and select suppliers, and confirm terms of payment; prepare purchase orders and ensure receiving authorization by the SRMO and the CoM.

7. Ensure that appropriate funds are available for purchase; ensure receipts are received when payment is conducted in cash; request authorization of the SRMO regarding bank transfer payments.

8. Monitor the organization and maintenance of systems and procedures for procurement/contracting of supplies, equipment, services needed by the CO.

9. Identify supply chain bottlenecks (value stream mapping) and propose ways to fill in the gaps and ensure proper distribution mechanisms are in place.

10. Work with the programme management in field operations and provide support in preparing and issuing call for proposals and bidding documents for the tendering processes of the projects. Ensure bidding process are done fairly, transparently and in accordance with the set rules and regulations under the IOM Procurement Manual IN/168 Rev2.

11. Ensure that the reporting and auditing requirements relating to procurement and supply chain of all the programs are observed and followed.

12. Provide guidance to CO to implement contract tracking and administration system to ensure proper tracking and monitoring of contracts/agreements procured by projects. Provide support in drafting contracts agreements, including Long Term Agreements (LTAs), and ensure that proper coordination with Legal Unit is adhered to prior to any engagement to the contracting party. Monitor the organization and maintenance of systems and procedures for procurement/contracting of supplies, equipment, services needed by the CO.

13. Develop and implement Procurement and Supply initiatives and projects in the country, in accordance with the Division’s framework.

14. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Management, Business Administration or related field and five years of relevant professional experience; or

• University degree in the above and seven years of relevant professional experience.

Experience

• Experience in managing diverse procurement, supply chain and logistics operations;

• Demonstrated experience in training and managing large teams of co-workers, managing vendors and suppliers;

• Experience in construction/housing projects would be a strong advantage.

Skills

• Excellent level of computer literacy and good knowledge of SAP/PRISM required;

• Extensive knowledge of IOM or UN internal procurement and financial rules and corresponding ERP components (preferably SAP-based).

Languages

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

For this position, fluency in English is required (oral and written). Working knowledge of Russian/Ukrainian, French and/or Spanish is an advantage.

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

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database

(https://whed.net/home.php).

Required Competencies:

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 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 Competencies – behavioural indicators level 2

• 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.

Managerial Competencies – behavioural indicators level 2

• 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 potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found at this link. https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.