IOM is Looking for Procurement and Logistic Assistant

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

IOM is looking for Procurement and Logistic Assistant I according to the terms of reference below.

Interested applicants are invited to apply by submitting their application to hrbandaaceh@iom.int no later than 6th November 2007 indicating the reference code below and job title apply for.

All candidates are kindly requested to specify their availability date in the application form. Please note that only short-listed candidates will be contacted.

Reference Code : SVN/IDI/2007/106
Job Title : Procurement and Logistic Assistant I
Duty Station : Banda Aceh, Nangroe Aceh Darussalam, Indonesia Classification : Employee, Grade 4
Estimate Starting Date : Soon as possible
General Functions: Under the guidance and direct supervision of the Procurement and Logistics Officer the incumbent will be responsible for organizing logistical and procurement activities including obtaining quotations, tendering, purchase and delivery of office supplies and materials and equipment and providing project logistics and administrative support.

In particular, he/she will:
1. Receive and review/clarify requests, specifications and confirm project codes and other needed information from requestors, particularly from programme managers in the mission.
2. Coordinate and ensure that all project related purchases are reviewed and approved by the programme managers.
3. Identify potential suppliers/vendors and ascertain conditions of purchase and quotations.
4. Assess the mission's supply needs and purchase required office equipment, supplies, materials and office furniture, in coordination and approval of the supervisor.
5. Present quotations for review and approval of the supervisor. Incumbent may also recommend the best quotation to supervisor.
6. Coordinate with Finance to ensure that prior to the final ordering and delivery of the equipment/materials, the project code, account code and budget line item have been determined.
7. Ensure the timely delivery of procured supplies and materials.
8. In coordination with the Project Manager and Procurement & Logistic Officer (of the requesting project) check all supplies delivered and ensure that the supplies are appropriate and in accordance to the specification required, as indicated in the order form.
9. 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.
10. Liaise closely with the finance section concerning payment of procured and delivered goods.
11. Ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
12. In coordination with Logistics, maintain a fixed assets registry, ensure that it is updated on a regular basis and record all relevant information in relation to the use and return of any fixed asset borrowed by the staff. Conduct quarter monitoring of assets in the Jakarta Office and prepare and submit report to supervisor.
13. In coordination with Logistics, be responsible for the appropriate storage and security and maintenance of all fixed assets. This may require coordination with relevant technical staff for repairs and upkeep of fixed assets.
14. In coordination with Logistics, maintain updated copies of all field offices fixed assets registry. This will entail regular coordination with field offices.
15. In coordinate with Logistic, maintain an office supplies registry and conduct periodic stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner.
16. Provide logistic assistance to projects including, but not limited to identifying appropriate venues for training/workshops, assisting Programme Assistants in preparing and compiling training materials, etc.
17. Arrange and supervise asset movements including dispatch and receipt of goods to and from all sub offices as requested.
18. Arrange and supervise shipments of items using courier services, to also include shipment of staff's personal effects, and arrange the necessary custom clearances.
19. Responsible in assigning equipment to staff as necessary (cell phones, laptop, etc). In connection therewith, prepare and sign Memorandum of Receipt (MoR) for the assignment/return of equipment by staff, keep track and records of the said equipment and verifying monthly charges before payment.
20. Coordinate other logistic matters with IOM sub-offices.
21. Perform other duties as may be assigned.

Desirable qualifications:

Diploma in Business Administration, Management or alternatively, a combination of related education and experience in this field. At least three to five years experience in administration, procurement and logistics.

Must have strong analytical, planning and people management skills. Ability to prepare clear and concise reports. Proficient in computer applications.

Must have excellent communication skills. Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking. Ability to work effectively and harmoniously with colleagues from varied cultures and professional background.

Thorough knowledge of English.