Position Title: Procurement Assistant
Duty Station: IOM Philippines Country Office (Manila)
Classification: General Service Staff, G-4
Type of Appointment: Fixed term, one year with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 30 June 2023
Context:
Under the overall supervision of the Sr Resource Management Officer and under the direct supervision of the Sr Procurement and Logistics Assistant, the incumbent will provide assistance in the procurement of supplies and equipment as well as renovation and construction related to Manila Health Centre.
Core Functions / Responsibilities:
- Review procurement requests received for completeness and accuracy. Ensure that the WBS indicated in the PRF is valid and complete. Coordinate with end-user in cases of invalid WBS. Ensure that the PR is correctly approved.
- Solicit quotations/proposals from vendors and ensure that these documents are submitted within the required timeframe.
- Review and evaluate quotations/proposals as against the specifications/terms of reference/statement of work. Ensure that quotation includes requested INCOTERMs, warranty details (if applicable), delivery lead-time and payment terms.
- Coordinate with the end user about the specification of the items to ensure that it met the right specification.
- IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
- Prepare Bids Analysis Summary and submit to the end user to provide recommendation for award based on the lowest compliant bid.
- Create PO in SAP. Ensure appropriate asset numbers are created prior to creation of PO in SAP.
- Monitor delivery of orders and follow up vendor for pending deliveries.
- Receive, inspect, and accept shipment of goods if sourced locally in coordination with the end user.
- Prepare Request for Payment for submission to Accounts Payable Unit for processing of payment to vendors.
- Request Vendor Information Sheet for new vendors.
- Prepare procurement monitoring reports and documents as required.
- Perform other related duties as may be required.
Required Qualifications and Experience
Education
- University degree in Pharmacy, Healthcare, or any related field from an accredited academic institution, with two years of relevant professional experience procurement, vendor sourcing and contract negotiation gained in Government/Private Hospital or major medical institution; or
- Completed High school degree from an accredited academic institution, with four years of relevant professional experience.
- Formal qualifications in procurement and/or supply chain management is desirable.
Experience
- Has worked in procurement/supply chain management for at least one year in any UN system or multinational organization.
Skills
- Specialized training on procurement and logistics an advantage.
- Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful Knowledge on asset management and effective negotiation skills.
- Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
Languages
English and French are the working languages of the UN Secretariat. For this position, fluency in English and tagalog oral and written is required. Knowledge of a second official UN language is desirable.
Notes
Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).
Required Competencies
The incumbent is expected to demonstrate the following values and 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.
- 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 – 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.
IOM’s competency framework can be found at this link.
Competencies will be assessed during a competency-based interview.
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.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.
How to apply
In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page), a résumé highlighting the required education and experience, and a duly completed IOM Personal History Form. To access the form, please visit this link(four pages).
Interested candidates are invited to submit their applications via [email protected] not later than 30 June 2023. Position title and SVN Number (VN 2023 018 – Procurement Assistant) should be specified in the SUBJECT field.
Only shortlisted candidates will be contacted.
