International Organization for Migration (IOM) Indonesia

 
International Organization for Migration (IOM) Indonesia is looking for a Procurement & Logistics Assistant according to the terms of reference below:
 

I. Position Information
Reference No.                          SVN/ID10/2012/078
Position title                            Procurement & Logistics Assistant II
Position grade                         General Service Staff, Grade 5 (Base salary : IDR 11,616,500 per month)
 Duty station                            Makassar & Medan
Type of Contract                    Special All Inclusive Contract for 6 (six) months, subject to the medical clearance (the first three months will be considered as probation period). The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.


Seniority band:                         Band III
Job family:                                  Logistics & Procurement
Organizational unit:                Resources Management Unit
Position number                      n/a
Position rated ¨                        n/a
Subject to rotation                  n/a


Reporting directly to             -Head of Sub-Office(OPS Officer)/PRISM Hub Sub-Office
                                                        -Logistics & Procurement Officer, for technical guidance.

Overall supervision by          Deputy Chief of Mission
Managerial responsibility    No
Directly reporting staff          0


II. Organizational Context and Scope
Under direct supervision of the Head of Sub-Office (Ops Officer) / PRISM Hub in Medan / Makassar, in direct coordination with the Admin/Finance Assistant III in Makassar and technical guidance and supervision of the Logistics/Procurement Officer in Jakarta, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics support to the projects at Sub-Office / PRISM Hub in Medan / Makassar and its sub offices.


III. Responsibilities and Accountabilities
1.  Receive and review/clarify requests, specifications and confirm WBS elements and other needed information from requisitioners, particularly from programme managers at the sub office.
2.  If necessary, assist programme staff in preparation of unambiguous specifications for purchase of goods, prior submission of requisition.
3.  Coordinate and ensure that all purchases are reviewed and approved in accordance to the purchase authorization matrix and mission permanent instructions.
4.  Liaise with Head of Sub-Office / Ops Officer and Logistics/Procurement Officer regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
5.  Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system
6.  Plan and implement procurement activities, including obtaining quotations, preparation of evaluation and recommendation, issuance of Purchase Order (PO) or Service Agreement (SA) and delivery of goods/services in accordance to IOM procurement guidelines and in coordination with Logistics/Procurement Officer.
7.  Ensure delivery of ordered goods/services is in accordance with the terms and specifications of the PO/SA. Furthermore ensure timely delivery of purchased and goods/service. 
8.  Report to requisitioner about the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions
9.  Prepare payment documentation and liaise closely with the finance section concerning payment of purchased and delivered goods and services.
10.   Maintain records of all transaction, ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc are kept.
11.   Ensure that all procurement activities are done through PRISM (SAP) system and ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
12.   Prepare weekly progress report for progress of on-going activities. 
13.   Ensure that office asset inventory is in line to IOM Assets inventory policy and maintain updated asset inventory report 
14.   Coordinate office fleet and drivers activities to ensure all transactions are in line to IOM fleet management policy 
15.   Coordinate with sub offices and provide them procurement/logistics assistance  
16.   Undertake travel to the field offices to assist on-going activities and provide direct logistics/ procurement assistance and guidelines
17.   At the request of the supervisor, participate in staff development and training processes
18.   Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times
19.   Ensure that supplies required for the smooth functioning of the office are available and inventoried and usage reports
20.   Perform such other related duties as may be assigned
 

IV. Competencies 
The incumbent is expected to demonstrate the following technical and behavioural competencies
 
Behavioural Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
 
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
Keeps clients informed of developments and setbacks
 
Continuous Learning
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication

Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and procedures
Writes clearly and effectively, adapting wording and style to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
 
Creativity and Initiative
Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
 
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through with commitments
 
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
 
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team members
 
Professionalism
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration Solutions
 
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
 
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
 
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
 

Technical
a)  Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
b)  Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
c)  Anticipates and prepares adequate responses to matters affecting staff safety/security
d)  A comprehensive understanding of the concepts, mandate and operational system of a security unit
e)  Knowledge of various analytical techniques and the process of analysing and grading sources of information, related to safety/security and threat/risk assessment
f)   Proficient in computer application.
 

V. Education and Experience 
a)  University degree in the relevant field of expertise (Business Administration, Logistics, Management). 
b)  Minimum five years of experience in administration, logistics and procurement, preferably have experience in procurement/logistics at IOM.
 


VI. Languages
Fluency in English and Bahasa Indonesia, both oral and written.
 
 
HOW TO APPLY 
Interested candidates are invited to send the application in ENGLISH, with :
a)  Cover letter, clearly specify suitability and availability date,
b)  Complete the Personal History Form  which can be downloaded at the following link : 
        http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls  
c)  Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
 
Please submit the application by email  to recruitment-indonesia@iom.int  and indicating the reference code above as subject.
 
The deadline for applications is  21 November 2012
 
Only applicant who meet the above qualification will be short-liste
 
 
For more detail info about us, please visit www.iom.or.id