Procurement Assistant I

OPEN TO INTERNAL AND EXTERNAL CANDIDATES

IOM Yogyakarta is looking for Procurement Assistant I according to the term of reference below. Interested applicants are invited to submit their application to hryogyakarta@iom.int not later than 7 December 2009 indicating the reference code below as subject. All candidates are requested to specify their availability date in the application form. Please note that only short listed candidates will be contacted.

Candidates should bear in mind that their employment with IOM will be subject to funding confirmation/decision.

Reference Code : SVN/ID10/2009/091
Position Title : Procurement Assistant I
Duty Station : Bandung/Garut, West Java, Indonesia
Classification : Employee, G4
Type of appointment : Special, 3 months
Estimate Starting Date : December 2009


General Functions:
Under the guidance and direct supervision of the Head of Sub Office and close coordination with the Logistic and Procurement Officer, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics/procurement support to the projects at the sub office. In particular, she/he will:

1. Receive, review and process incoming requests from requisitioners ensuring sufficient clarity on specifications given for good and services. Confirm any other relevant 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 project related purchases are reviewed and approved in accordance to the purchase authorization matrix.
4. Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system and/or procurement company’ database.
5. Liaise with Logistics/Procurement Officer regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
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. Prepare Purchase Orders or Service Agreements and ensure authorization is received in accordance to Mission Permanent Instructions.
8. Coordinate with the Finance Assistant to ensure that prior to the final ordering and delivery of goods/services, the WBS element and budget line item have been determined.
9. Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the PO/SA. Furthermore ensure quality and opportune delivery of purchased goods/services.
10. Report to requisitioner on the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions. In the event of changes, propose alternatives to mitigate delays in project implementation processes.
11. Prepare payment documentation and liaise closely with the finance department concerning payment of purchased and delivered goods and services.
12. Maintain optimal records of all transactions, ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receiving reports, receipts, local order forms, etc are kept accountable and easily accessible by managers.
13. Evaluate vendor’s performance, reliability, quality, price, delivery of goods/services against the concluded PO/SA and organizations’ best interests.
14. Ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
15. Prepare weekly progress report for all procurement activities and provide brief updates to HsO and Logistic Procurement Officer on overall status of purchases, logistics and warehousing.
16. At the request of the Line Manager or HsO, participate in staff development and training processes
17. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times.
18. Undertake other duties that may be assigned from time to time which are commensurate to the position.


Desirable qualifications:

University Degree in Business Administration, Management or alternatively, a combination of related education or experience in this field. At least three to five years experience in procurement, logistics or administration. Must have strong analytical, planning and people management skills. Ability to prepare clear and concise reports (English). Proficient in computer applications (excellent command of Excel)

Must have excellent communication and negotiation skills. Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking
Ability to work effectively and harmoniously in a multicultural environment while acting with professionalism.

Thorough knowledge of English. Knowledge of Sundanese / Javanese language of a distinguished advantage