Procurement Assistant VN/ID10/2016/003

Job Description

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

I. POSITION INFORMATION
Reference No.: VN/ID10/2016/003
Position title: Procurement Assistant
Position grade: General Service Staff, Grade 5
Base Salary: IDR 12,970,667,- per month
Duty station: Jakarta, Indonesia
Type of Contract: One Year Fixed Term Contract (the first three months will be considered as probation period)
Organizational unit: Department of Resources Management – IOM Jakarta
Reporting directly to: Procurement/Logistic Coordinator
Overall supervision by: Senior Resources Management Officer
Managerial responsibility: No
Directly reporting staff: 0
Estimated start Date: Immediately
Closing Date: 27 January 2016

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 guidance and direct supervision of the Procurement/Logistic Coordinator and overall supervision of the Senior Resource Management Officer, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics support to the projects at IOM Indonesia

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.
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 project related purchases are reviewed and approved in accordance to the purchase authorization matrix.
4. Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system.
5. Liaise with Procurement/Logistic Coordinator regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
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 Procurement/Logistic Coordinator.
7. Prepare Purchase Orders or Service Agreements and ensure authorization is received in accordance to Mission Permanent Instructions.
8. Coordinate with the Finance Assistant to ensure that prior to the final ordering and delivery of goods/services, the WBS element and budget line item have been determined.
9. Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the PO/SA. Furthermore ensure timely delivery of purchased goods/services. Report to requisitioner about the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions
10. Prepare payment documentation and liaise closely with the finance section concerning payment of purchased and delivered goods and services.
11. 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.
12. Make vendor’s evaluation to performance, reliability, quality, price, delivery of goods/services against the concluded PO/SA and organizations’ best interests.
13. 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.
14. Prepare weekly progress report of procurement activities.
15. At the request of the Line Manager or HO, participate in staff development and training processes
16. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times.
17. 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 administration.
b) University degree in the relevant field of expertise (Business Administration, Logistics, Management).
c) Minimum five years of experience in administration, logistics and procurement, preferably have experience in procurement/logistics at IOM, UN agency or other International Organization.
d) Ability to prepare clear and concise reports and to analyse and interpret source information and data.
e) Proficient in computer application. Have knowledge and experience in SAP is an advantage

VI. LANGUAGES

Fluency in English and Bahasa Indonesia, both oral and written

How to Apply

Interested candidates are invited to send the application in ENGLISH, with:

a) Cover letter, clearly specify suitability and availability date

b) Complete the Personal History Form which can be downloaded at the following link :

www.iom.or.id/sites/default/files/Personal History Form.xls

c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

Please submit your application through jobstreet http://www.jobstreet.co.id/id/job/1806392?fr=J or send by email to recruitment-indonesia@iom.int, indicating the reference code above (VN/ID10/2016/003) as subject. The deadline for applications is 27 Jan 2016.

Only applicant who meet the above qualification will be short-listed

Job Categories: –. Job Types: Full-Time. .