Senior Logistics and Procurement Assistant (Ref: VN#TR/2018/187)

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Vacancy Notice Number: VN#TR/2018/187
Position Title: Senior Logistics and Procurement Assistant
Classification: 9 Months Special Short Term Graded Contract -with possible extension (G7)
Duty Station: Istanbul- Turkey
Deadline of Applications: 14 November 2018
Number of Vacant Positions: 1
Eligibility: Internal and External Candidates

General Functions:


Under the overall guidance of the Chief of Mission, direct supervision of the Senior Logistics and Procurement Officer in Ankara and in close coordination with the Head of Office in Istanbul, the incumbent will be responsible for organizing,administrating, tracking and managing all aspect of procurement and logistics activities in accordance with IOM’s regulations, rules and procedures.  The Senior Logistics and Procurement Assistant will be expected to play an active and constructive role in providing procurement and logistics coordination to the program management in Istanbul and to liaise with their functional supervisors in Ankara.

 

Major Duties and Responsibilities:

  1. Lead the implementation and monitoring aspects related to procurement and logistical needs to support program’s activities in all office locations within Istanbul.

  2. Perform as a Team Leader to the Logistics/Procurement Unit of IOM Istanbul Office and represent the Unit in the external/internal meetings as may needed.

  3. Assist in the planning, implementation, controlling and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, fleet management, and driver’s management and dispatch,storage and warehousing, documentation, equipment up-grading, insurance management, customs clearance/government paperwork’s, and assets control.

  4. Liaise with the Senior Logistics/Procurement Officer and Head of Office regarding procurement requests and requirements, to consolidate overall procurement requirements and optimize purchasing power.

  5. Conduct regular vendors’ checks and market surveys to ensure a full knowledge of the availability and price of different supplies and goods in the local market.

  6. On a routine basis assist in identifying procurement & logistics challenges and issues, and provide solutions,suggestions, and recommendations especially for those projects to be implemented.

  7. Ensure that the Purchase Requisition Forms submitted to Procurement Unit are perfectly completed; regarding needful signatures, WBS/s and the final authorization of the programme, RMO, HoSO, and CoM or his designated officer with accordance to IOM Turkey Purchase Authorization Threshold.

  8. Oversee the proper identification and evaluation of vendors against performance, reliability, quality, value of money, delivery of equipment/service in respect of the organizations’ best interests and donors’ mandate.

  9. Oversee the accuracy and timely posting of all Purchase Requisitions (PRs) and Purchase Orders (POs) into PRISM FI.

  10. Liaise with the Senior Logistics &Procurement Officer in Ankara to ensure payment terms are acceptable (if none standard).

  11. Ensure getting suitable delivery period which meets the projects implementation schedule.

  12. Monitor the Purchase Orders deliverables and keep stakeholders abreast of delivery status or any changes that may affect or modify the pre-determined delivery conditions.

  13. Monitor the vendors’ compliance to the contractual agreements.

  14. Monitor through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.

  15. Verify that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered, and/or the goods are received.

  16. Verify that the newly procured assets areregistered in PRISM and assigned respective Assets Master Numbers.

  17. Verify that the “Assets Assignment Forms –AAF” are made when issuing assets to staff for IOM usage and “Assets Handover Forms – AHF” when receiving back to stock.

  18. Verify accuracy of records regarding assets disposal procedure; Coordinate with the Senior Logistics and Procurement Officer to ensure assets are located accordingly and used in IOM’s best interest.

  19. Ensure that all IOM assets in Istanbul(furniture, equipment, etc) are sufficiently insured at all times through a reputable Insurance Company under the best terms and conditions.

  20. Oversee the annual assets physical count in coordination with Ankara LOG.

  21. Review property lease contracts and rental agreements and its amendments.

  22. Assist the Senior Logistics and Procurement Officer while negotiating the LTAs prices and contractual terms fort he best interest of IOM and its beneficiaries.

  23. Coordinate the hotels meetings, workshops,trainings, etc.

  24. Supervise the management of the fleet of the rental vehicles; such as the fuel consumption records, the drivers’ daily movements, the logbooks, etc.

  25. Monitor the replenishment of the kitchen needs, office needs, supplies, and stationery. Ensure there is no undue overstocking or loss.

  26. Ensure proper archive and storage of IOM procurement documents.

  27. Conducting outdoor monitoring visits to the other IOM facilities, such as; the MHD clinic, FAP office, CO training center, etc, when necessary, and evaluate their needs and demands.

  28. Perform capacity building of vendors,operations/program staff on Procurement to keep abreast of IOM procurement process and procedures to be followed and policies to be applied.

  29. Undertake any other duties within the incumbent’s capabilities that might be assigned by the HoO or the Senior Logistics/Procurement Officer in Ankara.

    Required Qualifications and Experience

    Education:

     

  • University degree in Business Administration, Management, Logistics, 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:

Minimum of 5 years of relevant experience in the logistics, Procurement, and Supply areas;

  • Effectively works with vendors and service providers to secure cost-effective quality solutions;
  • Experience in local/international procurement, clearing & forwarding, VAT, laws and regulations, insurance and inventory/stock/supplies and management;
  • High level of computer literacy (MS Office Word, Excel and Outlook) in particular experience in computerized accounting systems including SAP application;
  • Demonstrated ability to maintain integrity in performing responsibilities assigned;
  • Previous experience with UN and International Agencies, or NGO’s an advantage

Languages:

Fluency in Turkish and English is required;

  • Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

  • Inclusion and respect for diversity:

  • Integrity and transparency:

  • Professionalism:

Core Competencies – behavioural indicators

  • Teamwork

  • Delivering results

  • Managing ands haring knowledge

  • Accountability

  • Communication

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, accreditation, any residency or visa requirements, and security clearances.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.


Please be advised that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Turkey will be considered.


How to Apply:

 

Interested candidates are requested to submittheir application including the most recent CV with a cover letter in Englishwith contact details (name, position, phone and e-mail details) of threereferences by indicating  name of theposition applied with its VN number in the subject line of the e-mail to iomtrjobs@iom.int or to IOM BirlikMahallesi Sehit Kurbani Akboga Sokak No:24 Cankaya, Ankara by the end of 14 November 2018.

 

Please note that only shortlisted candidateswill be contacted.

 

 

IOM

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.
With 165 member states, a further 8 states holding observer status and offices in over 100 countries, 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.
IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.
The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.
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