Senior Procurement and Logistics Assistant (Ref: SVN#TR/2021/208)

IOM Gaziantep
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Vacancy Notice Number:

SVN#TR/2021/208

Position Title:

Senior Procurement and Logistics Assistant

Duty Station:

Gaziantep-Turkey

Classification:

6 months Special Short Term Graded Contract (G6)-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 Senior Procurement and Logistics Officer and the direct supervision of Procurement Officer, the incumbent will be responsible. and accountable for performing a wide range of procurement/logistics functions in line with IOM policies, standards and commitments.

 

Major Duties and Responsibilities:

 

  1. Support with planning, coordinating, implementing, and monitoring the procurement and logistical processes in relation to implementation of various projects.
  2. Conduct landscape survey of the local market for goods or services requested by programmes as well as for potential implementing partners, office and warehouse spaces, and any other need,
  3. Oversee procurement processes including the preparation and dissemination of tender documents or Request for Quotations (RFQs) in close coordination with Programs for product specifications or terms of reference for services, determining eligibility criteria, conducting pre-bid meetings with interested entities and liaise with Quality Control unit for product quality tests and compliance with specifications.
  4. Facilitate the tender processes by organizing bid openings, acting as secretariat of Bids Evaluation and Awards Committee (BEAC) for public tenders, and conduct due diligence review and background profile checks of companies and participating entities,
  5. Prepare and/or review Minutes of BEAC meetings and resolutions, Bids Analysis Summary, and secure approval from Global Procurement Support Unit (GPSU) as needed, in full compliance with IOM rules and regulations.
  6. Review procurement documents to determine adequacy of documentation, proper recording and accuracy of recorded transactions, noting any deviations or errors.
  7. Prepare contracts and agreements, as required, ensuring terms and conditions arising from the procurement process are properly reflected, and liaise with Legal Department (LEG) for review and endorsement.
  8. Ensure contractual obligations are recorded in Prism system via Purchase Order (PO) creation or Purchase Requisition; periodically review the accuracy of commitments in Prism and determine action to address discrepancies as identified.
  9. Maintain all supporting documentation and requisite authorizations in accordance with IOM rules and regulations throughout the procurement process, including Purchase Requisition Forms (PRFs), Bids Analysis Summary and Purchase Orders.
  10. Oversee the conduct of site visits to monitor ongoing works and to confirm works completed, compile documents from programme and contractor necessary to effect payments.
  11. Verify that the procurements made in the field are all properly documented and are in accordance with any contracting arrangements in place; vouchers for payments and other supportive documents should be filled and shared.
  12. Verify goods or services received. ensuring compliance with ordered specifications and quality, including visits to program activity sites for verifications and quality control of ordered/delivered goods and services.
  13. Perform such 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 four years of relevant professional experience; or
  • Completed High school degree from an accredited academic institution, with six years of relevant professional experience.

 

Experience:

  • Experience in procurement and logistics to timely source goods and services;
  • Proficiency in MS office applications such as Word, Excel and Powerpoint;
  • Effectively works with vendors and service providers to secure cost-effective quality solutions;
  • Experience in international operations in a post conflict environment is desirable.

 

Languages:

  • Fluency in English and Turkish is required.

 

Required Competencies

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

 

Values - all IOM staff members must abide by and demonstrate these three values:

  • 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 Competencies – behavioural indicators level 2

  • 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.

 

Managerial Competencies – behavioural indicators level 2

  • Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
  • Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
  • Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

 

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 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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