Procurement and Logistics Assistant (Ref: SVN#TR/2021/210)

IOM Gaziantep
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Vacancy Notice Number:

SVN#TR/2021/210

Position Title:

Procurement and Logistics Assistant

Duty Station:

Gaziantep – Turkey

Classification:

6 months Special Short Term Graded Contract (G4)– with possible extension

Deadline of Applications:

1 October 2021

Number of People to be hired

1

Eligibility:

Internal & External Candidates

 

 

General Functions:

Under the overall supervision of the Procurement Officer and direct supervision of the Senior Procurement & Logistics Assistant, the incumbent will be responsible in providing support in various procurement activities in accordance with IOM rules, procedures and regulations.

 

Major Duties and Responsibilities:

  1. Assist with bids collection and purchasing of materials, equipment, and services based on established procurement procedures by ensuring proper tracking and timely delivery.
  2. Assist with the maintenance of procurement, vendor and inventory databases.
  3. Assist with the management of office supplies, equipment and inventory as well as insurance and other required contractual services.
  4. Assist with booking of hotels and venues for staff on TDY stay, meetings, trainings and workshops.
  5. Coordinate with Finance departments in Gaziantep and Ankara on logistics/procurement related issues.
  6. Soliciting for offers and quotations, preparing bids analysis, sharing with and advising project managers and supervisors on offers for goods/services to be procured.
  7. Assist with the preparation and organizing public tenders for supply of goods and materials for emergency operations.
  8.  Ensuring delivered goods are in good condition and confirm to specifications in purchase orders; monitoring loading of the ordered goods and ensuring timely delivery to requesting units.
  9. Ensure that the newly procured assets are registered in PRISM and assigned respective Assets Master Numbers.
  10. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.
  11. Ensure that all Purchase Requisitions (PRs) and Purchase Orders (POs) are posted into PRISM FI accurately and on a timely manner to ensure that all procurement requests are captured in the system and commitments for various requirements are properly captured.
  12. Perform other duties as may be assigned

 

 

Required Qualifications:

 

Education:

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

 

Experience:

  • Experience in providing procurement, programme and administrative support;
  • Good working knowledge of MS Office application (Word, Excel);
  • Experience in procurement in international and or government process;
  • Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented;
  • Knowledge of other applications such as Power Point and Visio an advantage.

  

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.

 

  • 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.

 

  • Professionalism:

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

• 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 1

  • Teamwork: Establishes strong relationships with colleagues and partners; relates well to people at all levels.

• Is fully aware of the team purpose, respects and understands individual and collective responsibilities.

• Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.

• Coordinates own work with that of the team to meet agreed priorities and deadlines.

 

  • Delivering Results:

•Produces quality results and provides quality services to clients.

• Meets goals and timelines for delivery of products or services.

• Shows understanding of own role and responsibilities in relation to expected results.

 

  • Managing and sharing knowledge:

• Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.

 

  • Accountability:

•Accepts personal responsibility for quality and timeliness of work.

• Operates in compliance with organizational regulations and rules.

• Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.

 

  • Communication:
  • Presents information using language and sequence of ideas that is easy for recipients to understand.

 

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 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 Sok. No:24  06610, Çankaya, Ankara Turkey by the end of 1 October 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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