Procurement/Logistics Assistant I VN/ID10/2016/002

Job Description

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

I. POSITION INFORMATION

Reference No.: VN/ID10/2016/002
Position title: Procurement/Logistics Assistant I
Position grade: General Service Staff, Grade 4
Base Salary: IDR 9,678,917,- per month
Duty station: Jakarta-Rawabuaya Sub-Office.
Type of Contract: One Year Fixed Term Contract (the first three months shall be considered as probation period)
Reporting directly to: Resources Management Assistant in Jakarta-Rawabuaya and Procurement/Logistics Coordinator in Jakarta for technical guidance
Overall supervision by: RCA Programme Coordinator (Central Region)
Managerial responsibility: No
Directly reporting staff: 0
Estimated start date: Immediately
Closing Date: 22 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 direct supervision of the Rawabuaya Resource Management Assistant, in close coordination with the Procurement/Logistics Coordinator in Jakarta and under the overall supervision of the RCA Programme Coordinator (Central Region), the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics/procurement support to the projects at the sub office in Rawabuaya.

III. 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. 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 and/or procurement company’ database.
5. Liaise with Logistics/Procurement Officer 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 Logistics/Procurement Officer.
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 quality and opportune delivery of purchased goods/services.
10. Report to requisitioner 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.
11. Prepare payment documentation and liaise closely with the finance department concerning payment of purchased and delivered goods and services.
12. Maintain optimal records of all transactions, ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receiving reports, receipts, local order forms, etc are kept accountable and easily accessible by managers.
13. Evaluate vendor’s performance, reliability, quality, price, delivery of goods/services against the concluded PO/SA and organizations’ best interests.
14. Ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
15. Prepare weekly progress report for all procurement activities and provide brief updates to HsO on overall status of purchases, logistics and warehousing.
16. Ensure that all procurement transactions are done through PRIMS(SAP)
17. Ensure and manage that office asset inventory is in line to IOM Assets inventory policy and maintain updated asset inventory report
18. Coordinate office fleet and drivers activities to ensure all transactions are in line to IOM fleet management policy
19. At the request of the Line Manager or HoSO, participate in staff development and training processes
20. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times.
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

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 this jobstreet http://www.jobstreet.co.id/id/job/1803022?fr=21 or send by email to recruitment-indonesia@iom.int, indicating the reference code above (VN/ID10/2016/002) as subject. The deadline for applications is 22 January 2016

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

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