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Procurement & Logistics Assistant

International Organization for Migration (IOM) Indonesia is looking for a Procurement/Logistics Assistant according to the terms of reference below:

I. POSITION INFORMATION

Reference No. : VN/ID10/2015/067

Position title: Procurement/Logistics Assistant

Position grade: General Service Staff, Grade 4

Duty station: Pekanbaru, Indonesia

Type of Contract: One Year Fixed Term Contract (the first three months shall be considered as probation period)

Reporting directly to: National Head of Sub-Office in Pekanbaru in close coordination with Resources Management Assistant in Medan for technical guidance

Overall supervision by: Head of Sub-Office / RCA Programme Coordinator for Sumatera Region in Medan

Estimated start date: 1 October 2015

Closing Date: 10 September 2015

II. ORGANIZATIONAL CONTEXT AND SCOPE

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.

Under the direct supervision of National Head of Sub-Office in Pekan Baru, in close coordination with Resources Management Assistant in Medan for technical guidance and under overall supervision of the Head of Sub-Office / RCA Programme Coordinator for Sumatera Region, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics support at the sub office in Pekanbaru.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

1. Receive and review/clarify requests, specifications and confirm WBS elements and other needed information from requisitioners, particularly from programme managers at the sub office.

2. If necessary, assist programme staff in preparation of unambiguous specifications for purchase of goods, prior submission of requisition.

3. Coordinate and ensure that all purchases are reviewed and approved in accordance to the purchase authorization matrix and mission permanent instructions.

4. Liaise with Head of Sub-Office, RMA, and Logistics/Procurement Coordinator regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.

5. Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system

6. Plan and 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 Coordinator.

7. Ensure delivery of ordered goods/services is in accordance with the terms and specifications of the PO/SA. Furthermore ensure timely delivery of purchased and goods/service.

8. Report to requisitioner about the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions

9. Prepare payment documentation and liaise closely with the finance section concerning payment of purchased and delivered goods and services.

10. Maintain records of all transaction, ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc are kept.

11. Ensure that all procurement activities are done through PRISM (SAP) system and ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.

12. Prepare weekly progress report for progress of on-going activities.

13. Ensure that office asset inventory is in line to IOM Assets inventory policy and maintain updated asset inventory report

14. Ensure that all assets provided to partners are constantly updated and recorded for internal monitoring purposes.

15. Coordinate office fleet and drivers activities to ensure all transactions are in line to IOM fleet management policy

16. Coordinate with sub offices and provide them procurement/logistics assistance

17. Undertake travel to the field offices to assist on-going activities and provide direct logistics/ procurement assistance and guidelines

18. At the request of the supervisor, participate in staff development and training processes

19. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times

20. Ensure that supplies required for the smooth functioning of the office are available and inventoried and usage reports

21. Perform such other related duties as may be assigned.

IV. COMPETENCIES

The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural

a) Takes responsibility and manages constructive criticism; b) Works effectively with all clients and stakeholders; c) Promotes continuous learning; communicates clearly; d)Takes initiative and drives high levels of performance management; e)Plans work, anticipates risks, and sets goals within area of responsibility; f)Displays mastery of subject matter; g) Contributes to a collegial team environment; i) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; j) Displays awareness of relevant technological solutions; k) Works with internal and external stakeholders to meet resource needs of IOM.

Technical

a) Effectively applies specialized knowledge of logistics and procurement to timely source goods and services

b) Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM

V. EDUCATION AND EXPERIENCE

a) Indonesian National with good knowledge of, and experience in procurement and logistics, administration and operational.

b) Diploma degree in the relevant field of expertise (Business Administration, Logistics, Management).

c) Minimum four years of experience in administration, logistics and procurement, preferably have experience in procurement/logistics at IOM

d) Ability to prepare clear and concise reports and to analyse and interpret source information and data.

e) High level of computer literacy is required. Good knowledge of MS office, specifically EXCEL.

f) Have knowledge and experience in SAP is an advantage.

g) Proficient in computer applications: Ms-Office.

VI. LANGUAGES

Language: Thorough knowledge of English and Bahasa Indonesia