IT Procurement Assistant (Ref: SVN#TR/2021/31)

IOM Ankara
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İlan Detayları

Vacancy Notice Number:

SVN#TR/2021/31

Position Title:

IT Procurement Assistant

Classification:

6 months Special Short-Term Ungraded Contract (UG) – with possible extension up to one year

Duty Station:

Ankara- Turkey

Deadline of Applications:

2 March 2021

Number of Vacant Positions:

1

 

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.

 
 

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

 

General Functions:

 

Under the overall guidance of the Chief of Mission, administrative supervision of the Senior Logistics / Procurement Officer in Ankara and the technical direct supervision of the National Logistics / Procurement Officer in Ankara, the incumbent of this post will be responsible the following tasks:

 

Major Duties and Responsibilities:

 

  1. Assist in the implementation and monitoring aspects related to procurement needs to support IOM’s humanitarian activities including organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, and equipment up-grading.
  2. Liaise with the National Logistics and Procurement Officer for consolidating IT procurement requests and requirements.
  3. Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBS/s and the final authorization of the programme and CoM or his designated officer.
  4. Assist in creating and producing technical documents for tenders and request for proposals/quotations related to any IT requirements whether for the IOM usage and/or the beneficiaries, such as hardware, software, websites, databases, etc.
  5. Identify vendors and participate in evaluation of them against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. 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.
  6. Assist in collecting quotations/proposals and prepare the bids analysis summary for the senior management’s evaluation and endorsement.
  7. Assist in finalizing the negotiations of the IT deals/contracts, technically and commercially for the best interest of IOM, it’s beneficiaries and mandate.
  8. Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into PRISM FI accurately and timely; properly capture all procurement requests and commitments in the system.
  9. Monitor and track the implementation progress of the IT systems and/or networks, etc, being contracted and performed whether for the IOM usage and/or the beneficiaries and present regular progress reports.
  10. Make sure to get a suitable delivery period which meets the projects implementation schedule.
  11. 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.
  12. Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
  13. Perform quality assurance checks, examinations, and tests to all the IT systems and/or networks, etc, to maximize utilization and ensure client satisfactions.
  14. Register all the newly procured assets in PRISM and assign respective Assets Master Numbers.
  15. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.
  16. Support with submitting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
  17. Archiving system update and management with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, POs, contracts, etc.
  18. Conducting outdoor activities when necessary for checking prices, collecting bids, shopping with cash, handing over the commodities to the beneficiaries, etc.
  19. Keep abreast of the latest IT standards and technologies that can serve IOM and its programs.
  20. Assist with the annual physical stock count of IOM assets in all offices.
  21. When required, drive IOM vehicle for official/authorized business either for transporting IOM staff members and/or due to other type of service (visiting the market, government entities, airport, customs, vehicles service and registration, etc) as per the authorized routing following the UNDSS/SSU rules and regulations, and as advised by the Senior Logistics Officer.
  22. Undertake any other duties within the incumbent’s capabilities that might be assigned.

 

Required Qualifications and Experience:

 

Education:

 

  • Bachelor’s degree in business administration, Logistics, supply chain management, or any other related fields with at least three years of relevant professional experience, or;
  • High school degree with at least five years of relevant professional experience.

 

Languages:

 

  • Fluency in English and Turkish is required.

 

Required Competencies

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

Values

  • Inclusion and respect for diversity:

Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.

• Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.

• Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.

• Challenges prejudice, biases and intolerance in the workplace.

 

  • Integrity and transparency:

Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.

• Delivers on commitments; manages the organization’s resources reliably and sustainably.

• Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.

• Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.

• Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.

 

  • Professionalism:

Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.

• Seeks to raise professional standards in self and others through daily work and activities.

• Adapts quickly to change and is decisive and versatile in face of uncertainty.

• Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.

• Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Core Competencies – behavioural indicators level 2

 

  • 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.

 

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 female candidates are highly encouraged and 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 submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating  name of the position applied with its VN number in the subject line of the e-mail or to IOM Birlik Mahallesi Sehit Kurbani Akboga Sokak No:24 Cankaya, Ankara by the end of 02 March 2021.

 

Please note that only shortlisted candidates will 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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