Senior Procurement and Logistics Assistant

I. Position Information

Position title

Position grade

Duty station

Senior Procurement and Logistics Assistant

G7-S1

San José, Costa Rica.

Appointment type

SST with possibility of extension

Reports directly to

Resources Management Officer

Vacancy-specific information

Estimated start date

February 1st, 2019

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 overall supervision of the Chief of Mission and direct supervision of the Resources Management Officer, the incumbent will be responsible for the following duties:

III. Responsibilities and Accountabilities

 

  1. Collect and deliver mail, documents, pouches, and other communications/items from and to the country office; go to the post office, airport, government agencies, other UN agencies, institutions, project sites, etc., to take and deliver items and communications; keep records as required.

 

  1. Assist in the planning, implementation, controlling and monitoring aspects related to procurement and logistical needs of IOM Costa Rica, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up-grading, assets management,

 

  1. Liaise with the Resources Management Officer regarding procurement and service requests and requirements, to consolidate overall mission procurement requirements and optimize purchasing power. Participate in planning procurement actions and analysis of procurement requests.

 

  1. Ensure that the documents submitted to Procurement Unit as Purchase Requisition, Purchase Orders, Invoices and supporting documents are perfectly completed; regarding needful signatures, and WBS/s. Ensure financial authorization is received from the Program Managers, RMO, CoM, RD according to Purchase Authorization Threshold, ensuring with Finance Unit that appropriate funds are available for each purchase.

 

  1. Identify service providers and participate in evaluation of vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Also, solicit and analyze bids for conformity to specified requirements, conduct supplier appraisals and select suppliers, taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation.

 

  1. Make sure to get a suitable delivery period which meets the projects implementation schedule and follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.

 

  1. Supervise to ensure through established procedures, that all received goods are in accordance with the terms and specifications of the respective PO and make sure to get the proper management of the assets: checking in PRISM, physical counting, labeling assets, modifying assets assignment form, updating all the information movement and control of the mission assets, including the sub regional offices established in the country.

 

  1. By coordination with Resources Management Officer, ensure that LEG Dept in Panama has reviewed and endorsed the agreements/contracts prior the signature, ensuring the proper management of the documents to be submitted, with the appropriated terms and the proper information according to the documents received.

 

  1. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered, and/or the goods are received and perform MIGO in PRISM and review of vendor invoices and verify compliance with POs/Contracts and goods/works/services received.

 

  1. Submit with supporting documentation Payment Requests to the Finance Unit. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.

 

  1. Monitor the vendors for the compliance to the contractual agreements.

 

  1. Make recommendations on procedural improvements or changes and train the unit staff in the relevant procedures in Procurement, facilitate and organize methods of work according to IOM's policies and procedures

 

  1. Perform such other duties as may be assigned.

IV. Required Qualifications and Experience

Education

  • University degree in Business Administration, Management, Logistics, Procurement or a related field from an accredited academic institution with five years of relevant professional experience.; or
  • Completed High School degree from an accredited academic institution, with seven years of relevant professional experience.

Experience

 

  • Experience preferably in supply chain management of which one year in IOM or any UN system or any international organization will be an advantage;
  • Experience in procurement in international and or government process;
  • High proficiency in SAP system, MS office applications such as Word and specially in Excel;
  • Knowledge of other applications such as Power Point and Visio an advantage.

 

V. Languages

Required (specify the required knowledge)

Advantageous

Spanish and English (fluent)

Other IOM official language

VI. Competencies

The incumbent is expected to demonstrate the following competencies:

Values:

  • Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

 

  • Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

 

Competencies:

Teamwork:

  • Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.

 

  • Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.

 

  • Shares credit for team accomplishments and ensures that the contribution of others is recognized.

 

  • Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.

 

Delivering results:

  • Produces high-quality results and workable solutions that meet clients’ needs.

 

  • Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.

 

  • Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.

 

  • Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.

 

Managing and sharing knowledge:

  • Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.

 

  • Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.

 

  • Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.

 

  • Contributes to an environment that is conducive to innovation and learning.

 

Accountability:

  • Proactively seeks responsibility in delivering towards the goals of the Organization.

 

  • Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.

 

  • Stands by the actions of team or department, publicly accepting ownership.

 

  • Takes responsibility of own shortcomings and those of the work unit, where applicable.

 

Communication:

  • Speaks and writes clearly and effectively.

 

  • Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.

 

  • Listens and seeks to understand without bias and responds appropriately.

 

  • Shares information and keeps others up to date; actively seeks others' views and ideas and respects their contribution.

 

Leadership:

  • Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.

 

  • Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.

 

  • Takes sound and timely managerial decisions that are consistent with the Organization's vision and purpose.

 

  • Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.

 

Empowering others and building trust:

  • Delegates appropriately to make the most of others’ talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.

 

  • Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.

 

  • Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.

 

  • Gives proper credit to others, shows appreciation and rewards achievement and effort.

 

Strategic thinking & vision:

  • Aligns own actions to the Organization’s vision, values and mandate.

 

  • Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.

 

  • Identifies key issues/priorities in complex situations and how they may be related to one another.

 

  • Clearly communicates links between the Organization’s strategy and the work unit’s goals.

 

El/la candidato/a deberá enviar su CV, con tres referencias laborales (nombre, cargo, teléfono y correo electrónico), junto con una carta de motivación de máximo una página de extensión, al correo: COSanJoseVacancies2@iom.int haciendo referencia a la vacante: SVN-2020-04 Senior Procurement and Logistics Assistant.

 

Lugar de trabajo: 
San José, Costa Rica.
Grado: 
G7
Fecha de cierre: 
Miércoles, Enero 15, 2020