Senior Procurement Assistant (2 Positions)

Position Title: Senior Procurement Assistant (2 Positions)

Job Code: VN 2024 09 (GS)

Duty Station : Geneva, Switzerland

Classification : General Service Staff, Grade G6

Type of Appointment : Fixed term, one year with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 02 June 2024

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 work 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.

Context:
Under the overall supervision of the Senior Procurement Officer and direct supervision of the Procurement Officer, and in coordination with the Supply Chain Division at Headquarters (HQ), the Senior Procurement Assistant will be responsible for providing specialized supply chain support activities for various units at HQ, in alignment with Supply Chain Management (SCM) and HQ Procurement Unit objectives to deliver quality goods/services to the requesters at optimal price and in a timely manner.

Core Functions / Responsibilities:

1. Assist with the planning and execution of procurement-related activities and processes for Headquarters (HQ) units and departments by receiving and reviewing procurement requests for clarity, adequacy of specifications and completeness, checking the availability of funds, collecting/receiving additional information and supporting documentation such as vouchers and reports as necessary, completing procurement templates and forms (RFQ, RFP, etc.), completing evaluation templates and forms, preparing purchase orders and drafting contracts, and ensuring the integrity of procurement transaction processing, including checking and following up on required authorizations in line with the HQ’s delegation of authority (DOA) matrix. All activities should be in line with the IOM Procurement Manual and Procurement Principles.
2. Assist with preparing LTAs (Long Term Agreements) for commonly purchased goods/services, input information in relevant management and reporting systems, and extract procurement information as requested.
3. Organize meetings of Bid and other relevant Committees by arranging for suitable date and room, by compiling and distributing files containing the procurement cases to be presented, by completing templates and forms for the due diligence review, background profile checks and primarily checks, and by drafting minutes of meetings.
4. Compile lists of local sources of procurement, prepare summaries of prices, conditions of offer, and delivery of goods/services, and update the pool of qualified vendors.
5. Provide procedural information and guidance to HQ department staff for procurement related queries.
6. Maintain manual and automated documentation of HQ procurement activities, includingcomplete procurement files, reports and records, and maintain an up to date procurement supply and vendor reference library.
7. Track and follow up on the timely submission of procurement and other reports within the Supply Chain Department, and relevant HQ departments, as appropriate.
8. Assist in providing procedural and process-related training to HQ staff.
9. Maintain contact with suppliers, vendors and partners to clarify, confirm and collect information related to procurement specifications, availability of supplies and quotations.

10. Provide recommendations on process-related improvements to the procurement system and tools.

11. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Business Administration, Procurement or a related field from an accredited academic institution with four years of relevant professional experience; or,

• High school diploma with six years of relevant professional experience.

Experience

• Experience assisting with or providing specialized support services for diverse procurement and logistics operations, including the provision of procedural training.

Skills

• Extensive knowledge of procurement and financial rules, as well as system and processes as they apply to procurement and logistics;
• Ability to effectively liaise with vendors and suppliers; and,
• Excellent level of computer literacy and good knowledge of ERP SAP/ORACLE is an advantage.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – 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 actions 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 1

• 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 leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various departments. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time in Geneva, Switzerland on the respective closing date. No late applications will be accepted.