IOM International Job Vacancy: Procurement Assistant II, Makassar

POSITION INFORMATION
Reference No.: VN/ID10/2016/058
Position Title: Procurement Assistant II
Duty Station: Makassar
Classification: General Service Staff, Grade G5
Base Salary: IDR 12,970,667,- per month
Type of Appointment: One Year Fixed Term contract, with possibility of extension (the first three months shall be considered as probation period).
Estimated Start Date: As soon as possible
Closing Date: 16 September 2016

CONTEXT
Under direct supervision of the Resources Management Assistant and under the overall supervision of the Head of Sub-Office/Regional Programme Coordinator in Makassar, and in close coordination with Procurement Coordinator in Jakarta and in cooperation with the Department of Resources Management (DRM) and relevant units at Jakarta Country Office, 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 Sub-Office/PRISM Hub in Makassar and its sub offices.

CORE FUNCTIONS / RESPONSIBILITIES 

• Receive and review/clarify requests, specifications and confirm WBS elements and other needed information from requisitioners, particularly from programme managers at the sub office.
• If necessary, assist programme staff in preparation of unambiguous specifications for purchase of goods, prior submission of requisition.
• Coordinate and ensure that all purchases are reviewed and approved in accordance to the purchase authorization matrix and mission permanent instructions.
• Liaise with Head of Sub-Office and Procurement/Logistics Coordinator regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
• Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system.
• 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/Logistics Coordinator.
• 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.
• Report to requisitioned about the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions.
• Prepare payment documentation and liaise closely with the finance section concerning payment of purchased and delivered goods and services.
• 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.
• 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.
• Serve as the regional focal point for contract/agreement with partners, continuously update and monitor the status of all contracts with partners as well as monitor the compliance of agreements by partners.
• Coordinate with relevant colleagues to ensure contracts are maintained, renewed, or terminated based on the best interests/direction of the organization.
• Seek out new partnerships/service providers based on the needs of the organization.
• Make vendor’s evaluation to performance, reliability, quality, price, delivery of goods/services against the concluded PO/Contracts and organization best interests.
• Prepare weekly progress report for progress of on-going activities.
• Ensure that all assets provided to partners are constantly updated and recorded for internal monitoring purposes.
• Coordinate with sub offices and provide them procurement/logistics/agreement assistance.
• Undertake travel to the field offices to assist on-going activities and provide direct logistics/ procurement assistance and guidelines.
• Ensure that supplies required for the smooth functioning of the office are available and inventoried and usage reports.
• Perform any other duties as may be assigned.

REQUIRED QUALIFICATIONS AND EXPERIENCE

Education

• Bachelor degree in the relevant field of expertise (Business Administration, Logistics, Management) with three years of experience in administration, logistics and procurement, preferably have experience in procurement/logistics at IOM, or;
• Completed High School degree from an accredited academic institution, with five years of relevant professional experience.

Experience

• Indonesian National with good knowledge of, and experience in administration/finance, procurement, preferably have experience or familiar with IOM regulation system.
• Knowledge of SAP is a must.
• Knowledge of the region is an advantage.
• High level of computer literacy is required. Good knowledge of MS-Office, specifically Microsoft Excel.

Languages
Fluency in English and Bahasa Indonesia is required.

REQUIRED 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

• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
• Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM.

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, security clearance and verification of education certificate.

How to apply:
Interested candidates are invited to submit their applications 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: CLICK HERE c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).

Please submit your application through THIS LINK, or by email to rindonesia@iom.int, indicating the reference code above (VN/ID10/2016/058) as subject. The deadline for applications is 16 September 2016.