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Vacancy at IOM – Procurement & Logistics Assistant II, Makassar – SVN/ID10/2021/076
International Organization for Migration
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Persyaratan
Receive and review procurement activity requests from units within the Hub Office and its sub-offices including quotation, bidding analysis summary, confirmation order, purchase order and legal contract extension or new contract.
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 Senior/Resources Management Assistant and National Procurement/Logistic Officer.
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. Ensure contracts are updated/renewed in advance.
Ensure that all procurements activities both in Sub Office and field Offices are done through PRISM (SAP) system and ensure that the proper IOM administrative procedures and standards are well established such as follow up with the vendor, canvassing, bidding, ordering and stock keeping are strictly adhered to.
Work closely with Programme Coordinator, S/RMA and National Procurement and Logistic Officer in Jakarta Office regarding procurement of goods / services requested by programme staff of unambiguous specifications and to consolidate overall office procurement requirements and optimize purchasing power.
Conduct regular meeting among the team to identify challenges and solutions and undertake travel to the field offices if necessary to assist on-going activities and provide direct logistics/procurement assistance and guidelines.
Prepare Request for Payment on time with its supporting documents as required and to work closely with the finance and S/RMA and maintain record of all transaction in hard and soft copies, ensuring that an efficient filling system for record of all quotations, copies of records of expenditures, receipts, local order forms are kept.
Prepare weekly updated report of ongoing activities and share any information on the field that need further attention and discussion as well as inform to the requisitioner about the status of procurements including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions
Ensure that Office assets inventory is in line with IOM Assets inventory policy and prepare assets inventory report regularly. Make sure Office supplies are maintain for office running smoothly and prepare the report in regular basis.
Coordinate office fleet and driver activities to ensure all transactions are in line to IOM fleet management policy.
Act with integrity and professionalism and in accordance with IOM’s Code of Conduct at all time.
Performs such other duties as may be assigned
Cover letter, clearly specify suitability and availability date
Complete the Personal History Form which can be downloaded at the following link: https://indonesia.iom.int/sites/indonesia/files/Vacancy/document/Personal%20History%20Form.xls
Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Open to Internal and External Candidates
Reference No. : SVN/ID10/2021/076
Position Title : Procurement & Logistics Assistant II
Duty Station : Makassar
Organization Unit : DRM/Procurement & Logistics
Classification : General service, Grade G-5
Type of Appointment : Special Short-Term contract with possibility of extension (the whole period of initial contract shall be considered as probation period)
Report to : Senior Resources Management Assistant
Estimated Start Date : As soon as possible
Closing Date : 19 November 2021
Context:
Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM missions in the world working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking/Labour Mobility and Human Development (CT/LMHD), Disasters, Climate and Resilience (DCR), Immigration and Border Management (IBM), Migrant Assistance, Migration Health, and Resettlement and Voluntary Returns.
The Resources Management Unit will contribute to the monitoring and supporting the budgetary financial, human resources and other administrative functions to ensure quality, effective and efficient resources management of the Country Office. Under direct supervision of the Senior Resource Management Assistant, in close coordination with the National Procurement and Logistic Officer at Jakarta Country Office and under the overall supervision of the HoSO/ Programme Coordinator, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistic or procurement support to the projects at the regional office / PRISM HUB in Makassar and its sub offices.
Responsibilities and Accountabilities
Required Qualifications and Experience
Education
- Bachelor’s Degree in the relevant field of expertise (Business, Administration, Logistics, Management, etc ) with 3 (three) years of relevant experience, or;
- Completed High School from an accredited academic institution, with five years of relevant professional experiences.
Experience
- Indonesian National with good knowledge of and experiences in procurement and logistic, administration and operational.
- Having working experiences in administration, logistics, and procurement, preferably have experiences in procurement and logistics at IOM.
Skills
- Ability to prepare clear and concise reports and to analyses and interpret source information and data.
- Have knowledge and experiences in SAP is an advantage.
- 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
- High level of computer literacy is required, Good knowledge of MS-Office, specifically Microsoft Excel.
Languages
Fluency in English and Bahasa Indonesia, both written and spoken.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Value
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintains 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.
Core competency – behavioural indicators level 1
- Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
- Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
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, verification of Education certificate and security clearances.
IOM applies local United Nations Salary Scale.
How to apply:
Interested candidates are invited to submit their applications in ENGLISH, with:
Please submit your application through by email to rindonesia@iom.int, indicating the reference code above (SVN/ID10/2021/076) as subject. The deadline for applications is 19 November 2021. Candidates applying for this vacancy are required to declare whether they have relatives already working for IOM.
Only applicant who meets the above qualification will be considered
Deskripsi Pekerjaan
Receive and review procurement activity requests from units within the Hub Office and its sub-offices including quotation, bidding analysis summary, confirmation order, purchase order and legal contract extension or new contract.
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 Senior/Resources Management Assistant and National Procurement/Logistic Officer.
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. Ensure contracts are updated/renewed in advance.
Ensure that all procurements activities both in Sub Office and field Offices are done through PRISM (SAP) system and ensure that the proper IOM administrative procedures and standards are well established such as follow up with the vendor, canvassing, bidding, ordering and stock keeping are strictly adhered to.
Work closely with Programme Coordinator, S/RMA and National Procurement and Logistic Officer in Jakarta Office regarding procurement of goods / services requested by programme staff of unambiguous specifications and to consolidate overall office procurement requirements and optimize purchasing power.
Conduct regular meeting among the team to identify challenges and solutions and undertake travel to the field offices if necessary to assist on-going activities and provide direct logistics/procurement assistance and guidelines.
Prepare Request for Payment on time with its supporting documents as required and to work closely with the finance and S/RMA and maintain record of all transaction in hard and soft copies, ensuring that an efficient filling system for record of all quotations, copies of records of expenditures, receipts, local order forms are kept.
Prepare weekly updated report of ongoing activities and share any information on the field that need further attention and discussion as well as inform to the requisitioner about the status of procurements including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions
Ensure that Office assets inventory is in line with IOM Assets inventory policy and prepare assets inventory report regularly. Make sure Office supplies are maintain for office running smoothly and prepare the report in regular basis.
Coordinate office fleet and driver activities to ensure all transactions are in line to IOM fleet management policy.
Act with integrity and professionalism and in accordance with IOM’s Code of Conduct at all time.
Performs such other duties as may be assigned
Cover letter, clearly specify suitability and availability date
Complete the Personal History Form which can be downloaded at the following link: https://indonesia.iom.int/sites/indonesia/files/Vacancy/document/Personal%20History%20Form.xls
Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Open to Internal and External Candidates
Reference No. : SVN/ID10/2021/076
Position Title : Procurement & Logistics Assistant II
Duty Station : Makassar
Organization Unit : DRM/Procurement & Logistics
Classification : General service, Grade G-5
Type of Appointment : Special Short-Term contract with possibility of extension (the whole period of initial contract shall be considered as probation period)
Report to : Senior Resources Management Assistant
Estimated Start Date : As soon as possible
Closing Date : 19 November 2021
Context:
Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM missions in the world working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking/Labour Mobility and Human Development (CT/LMHD), Disasters, Climate and Resilience (DCR), Immigration and Border Management (IBM), Migrant Assistance, Migration Health, and Resettlement and Voluntary Returns.
The Resources Management Unit will contribute to the monitoring and supporting the budgetary financial, human resources and other administrative functions to ensure quality, effective and efficient resources management of the Country Office. Under direct supervision of the Senior Resource Management Assistant, in close coordination with the National Procurement and Logistic Officer at Jakarta Country Office and under the overall supervision of the HoSO/ Programme Coordinator, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistic or procurement support to the projects at the regional office / PRISM HUB in Makassar and its sub offices.
Responsibilities and Accountabilities
Required Qualifications and Experience
Education
- Bachelor’s Degree in the relevant field of expertise (Business, Administration, Logistics, Management, etc ) with 3 (three) years of relevant experience, or;
- Completed High School from an accredited academic institution, with five years of relevant professional experiences.
Experience
- Indonesian National with good knowledge of and experiences in procurement and logistic, administration and operational.
- Having working experiences in administration, logistics, and procurement, preferably have experiences in procurement and logistics at IOM.
Skills
- Ability to prepare clear and concise reports and to analyses and interpret source information and data.
- Have knowledge and experiences in SAP is an advantage.
- 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
- High level of computer literacy is required, Good knowledge of MS-Office, specifically Microsoft Excel.
Languages
Fluency in English and Bahasa Indonesia, both written and spoken.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Value
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintains 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.
Core competency – behavioural indicators level 1
- Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
- Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
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, verification of Education certificate and security clearances.
IOM applies local United Nations Salary Scale.
How to apply:
Interested candidates are invited to submit their applications in ENGLISH, with:
Please submit your application through by email to rindonesia@iom.int, indicating the reference code above (SVN/ID10/2021/076) as subject. The deadline for applications is 19 November 2021. Candidates applying for this vacancy are required to declare whether they have relatives already working for IOM.
Only applicant who meets the above qualification will be considered
| Makassar, Sulawesi Selatan | |
| 12/11/21 17:21 | |
| Sarjana | |
| Pengalaman 2-5 Tahun |
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