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Procurement and Logistics Assistant
JOB_REQUIREMENTS
Hires in
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Employment Type
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Company Location
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Salary
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Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
Context
Under the overall guidance of the National Logistics and Procurement Officer in Ankara and under the direct supervision of the Senior Logistics and Procurement Associate in Ankara, the incumbent will be responsible for the following tasks:
Responsibilities: Assist in the implementation and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities including: carrying out tasks related to procurement.
Assist Senior Logistics and Procurement Associate in Ankara regarding procurement requests and requirements and consolidate them.
Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBL/s and the final authorization of the programme and CoM or his/her designated officer.
Assist in collecting quotations/proposals, preparing Purchase Requisitions in WAVE and preparing bids analysis when required.
Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into WAVE accurately and timely; properly capture all procurement requests and commitments in the system.
Follow-up on Purchase Orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
Verify through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
Register all the newly procured assets in WAVE and assign respective Assets Master Numbers. Properly tag Asset Code stickers on the newly procured assets reflecting the Asset Master Number generated by PRISM.
Prepare and Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
Assist Senior Logistics and Procurement Associate with the preparations of the programs, workshops and training activities/events, in relation to hotels arrangements, catering services, technical equipment’s rental and translation related services.
Uptade and keep the archiving system with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, contracts, LTAs, etc.
When required, drive IOM vehicle for official/authorized business either for transporting IOM staff members and/or due to other type of service (visiting the market, government entities, airport, customs, vehicles service and registration, etc) as per the authorized routing following the UNDSS/SSU rules and regulations, and as advised by the Senior Supply Chain Officer.
Assist Senior Logistics and Procurement Associate in Ankara regarding procurement requests and requirements and consolidate them.
Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBL/s and the final authorization of the programme and CoM or his/her designated officer.
Assist in collecting quotations/proposals, preparing Purchase Requisitions in WAVE and preparing bids analysis when required.
Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into WAVE accurately and timely; properly capture all procurement requests and commitments in the system.
Follow-up on Purchase Orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
Verify through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
Register all the newly procured assets in WAVE and assign respective Assets Master Numbers. Properly tag Asset Code stickers on the newly procured assets reflecting the Asset Master Number generated by PRISM.
Prepare and Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
Assist Senior Logistics and Procurement Associate with the preparations of the programs, workshops and training activities/events, in relation to hotels arrangements, catering services, technical equipment’s rental and translation related services.
Uptade and keep the archiving system with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, contracts, LTAs, etc.
When required, drive IOM vehicle for official/authorized business either for transporting IOM staff members and/or due to other type of service (visiting the market, government entities, airport, customs, vehicles service and registration, etc) as per the authorized routing following the UNDSS/SSU rules and regulations, and as advised by the Senior Supply Chain Officer.
- Undertake any other duties within the incumbent’s capabilities that might be assigned.
Qualifications: Education
Degree in business administration, Logistics, supply chain management, or any other related fields with two years of relevant experience or
Completed High School from an accredited academic institution, with four 4 years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database .
Languages
For this position, fluency in English and Turkish is required (oral and written).
IOM’s official languages are English, French and Spanish.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
IOM’s competency framework can be found at this link . Competencies will be assessed during the selection process.
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.
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.
Notes
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 duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
Degree in business administration, Logistics, supply chain management, or any other related fields with two years of relevant experience or
Completed High School from an accredited academic institution, with four 4 years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database .
Languages
For this position, fluency in English and Turkish is required (oral and written).
IOM’s official languages are English, French and Spanish.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
IOM’s competency framework can be found at this link . Competencies will be assessed during the selection process.
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.
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.
Notes
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 duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
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