Procurement and Logistics Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. With over 173 member states and offices in more than 100 countries, IOM works to ensure that migration is safe, orderly, and dignified. The organization focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy, aiming to support migrants and communities affected by migration. IOM's mission is to provide services and advice concerning migration to governments and migrants alike, ensuring that the rights and dignity of migrants are respected and upheld.

Job Overview:
The Procurement and Logistics Assistant will play a crucial role in supporting the supply chain activities of the IOM Cotabato Office. This position involves working under the administrative supervision of the Head of the Cotabato Office and receiving technical guidance from the Supply Chain Officer. The successful candidate will be responsible for ensuring that procurement processes are conducted efficiently and in compliance with IOM's policies and procedures. This includes receiving and consolidating procurement requisition forms, preparing tender documents, soliciting bids, and coordinating with suppliers to ensure timely delivery of goods and services. The role also requires maintaining accurate records of procurement activities and providing technical support to staff regarding procurement-related instructions and procedures. The candidate will be expected to conduct market surveys to identify potential suppliers and manage the logistics related to property and asset management, warehousing, and transportation needs.

Duties and Responsibilities:

• Receive and consolidate procurement requisition forms, ensuring they are complete and comply with the Purchase Authorization Matrix.
• Prepare tender documents and solicit bids and quotations as necessary.
• Analyze bids and prepare bid analysis summaries for the requesting unit.
• Confirm terms of agreement with selected suppliers and prepare relevant documentation such as purchase orders and contracts.
• Monitor the status of open requisitions and follow up on the timely delivery of goods and services.
• Coordinate with the receiving unit to obtain satisfactory delivery notes upon delivery.
• Review vendor invoices and prepare payment requests, coordinating with Finance for timely payments.
• Maintain physical and electronic records of all procurement documentation in accordance with IOM procedures.
• Conduct market surveys to identify and evaluate potential new suppliers. 1
• Monitor contractual agreements and inform relevant parties for timely renewals. 1
• Manage office supplies and prepare requisitions as needed. 1
• Provide technical information to staff on procurement-related instructions. 1
• Support property and asset management, warehousing, and transportation logistics. 1
• Verify logbooks and monitor fuel consumption and vehicle maintenance records. 1
• Support the organization of meetings, workshops, and trainings. 1
• Perform other duties as assigned.

Required Qualifications:

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution, with two years of relevant professional experience; or a high school diploma with four years of relevant professional experience.
• Certification in Procurement, Logistics, or Supply Chain Management is an advantage.
• High level of computer literacy and ability to work with national and international institutions.
• Excellent communication and negotiation skills.
• Ability to prepare clear and concise reports and establish realistic resource requirements to meet IOM needs.

Educational Background:
Candidates must possess a university degree in a relevant field such as Business Administration, Accounting, Logistics, or Supply Chain Management from an accredited academic institution. Alternatively, candidates with a high school diploma must have four years of relevant professional experience. Accreditation of universities must be verified through the UNESCO World Higher Education Database. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage for applicants.

Experience:
Candidates should have experience in procurement and logistics, particularly in working with vendors and service providers. Experience with asset management processes is essential. Familiarity with IOM/UN Procurement and Logistics Rules and Procedures is advantageous, as is experience working in an international organization. The role requires a demonstrated ability to manage procurement processes effectively and efficiently.

Languages:
Proficiency in English and Tagalog is required for this position. IOM's official languages include English, French, and Spanish, and proficiency in these languages may be evaluated during the selection process, which could include written and/or oral assessments.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for the Philippines will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and necessary government authorizations. The selection process may be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar positions for a period of 24 months. IOM has a zero-tolerance policy regarding conduct that contradicts the organization's aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.