CONTEXT

Under the overall supervision of the Senior Regional Resource Management Officer (SRRMO) and direct supervision of the Regional Procurement & Supply Chain Officer, and in close collaboration with the Supply Chain Division at Headquarters (HQ), the Procurement, Logistics & Security Assistant will be responsible and accountable for completing straightforward and defined supply chain activities and transactions in accordance with instructions, regulations and rules which govern IOM management of resources related to procurement, and guided by Supply Chain Management (SCM) objectives to support the delivery of quality goods/services to the beneficiaries at optimal price and in a timely manner.

QUALIFICATIONSEDUCATION

• University degree in Business Administration, Supply Chain Management, Logistics, Procurement, or a related field from an accredited academic institution with at least 4 years of relevant professional experience, or High School diploma with six years of relevant professional experience.
• Certification in Power BI is required.
• Certification in Procurement, Logistics or Supply Chain Management is an advantage.

EXPERIENCE

• Experience in procurement and logistics and working with service providers and vendors.
• Experience with asset management process.
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage.
• Experience working in an international organisation in a multi-cultural setting is an advantage. SKILLS
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Knowledge of SAP highly desirable.
• Ability to work with national and international institutions.
• Ability to prepare clear and concise report.
• Demonstrated ability to and exercise sound judgment.
• Ability to supervise staff and coordinate administrative activities.
• Excellent communication and negotiation skills.

1. Coordinate, implement and monitor aspects related to procurement and logistical needs of the Regional Office for the Americas in accordance with the Organization’s regulations and procedures.
2. Provide specialized guidance to requisitioners and all staff in the office on preparation of specifications and interpretation and implementation of procurement instructions and procedures.
3. Identify and manage local and international vendors and participate in their evaluation against compliance, performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Carry out the organization and evaluation of bidding processes always taking under consideration the value for money, quality, compatibility, payment method, warranty, after selling services, and the company profile and reputation.
4. Collect quotations, prepare bids analysis, process purchase requisitions and purchase orders, and provide support for procurement transactions.
5. Prepare Purchase Orders (PO) and/or contracts and ensure complete authorization is received according to the internal established guideline and authorization matrix in the office.
6. Follow-up on PO statuses and keep the Head(s) of Unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.
7. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.
8. Coordinate vendor management, including compliance to procedures related to vendor registration and evaluation.
9. Draft Long Term Agreements (LTAs) and/or service contracts for vendors and facilitate the approval processes with the Office of Legal Affairs (LEG) and Manila Supply Chain Unit (MSCU). Create and implement administrative tools for tracking and monitoring of contracts, agreements, and progress of activities towards the achievement of the procurement plans and schedules.
10. Develop, evaluate, and update systems and procedures for procurement/logistics; suggest areas for improvement and risk-mitigation measures.
11. Provide guidance and specialized support to procurement Focal Points and administrative staff in country offices to ensure compliance with established procurement procedures.
12. Demonstrate a solid understanding of the Regional Office duties, as well as the ability to remain professional, impartial and unbiased during all interactions.
13. Perform other duties as may be assigned.