Procurement and Logistics Officer

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and offices in over 100 countries, making it a leading organization in the field of migration management. IOM's mission is to promote humane and orderly migration for the benefit of all, and it 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, and it aims to support migrants and their communities through various programs and initiatives.

Job Overview:
The Procurement and logistics-officer" style="border-bottom: 1px dotted #007bff !important;">Logistics Officer will play a crucial role in managing the procurement processes and logistics operations within the organization. This position requires a proactive individual who can effectively consolidate procurement requisition forms, ensuring compliance with the Purchase Authorization Matrix and other office instructions. The officer will be responsible for preparing tender documents, soliciting bids, and conducting bid analysis to support the procurement decision-making process. Once purchases are approved, the officer will confirm agreements with suppliers, prepare necessary documentation, and coordinate authorizations. Additionally, the officer will monitor the status of open requisitions, follow up on deliveries, and ensure timely payments to suppliers. The role also involves maintaining accurate records of procurement activities, conducting market surveys to identify potential suppliers, and providing technical information to staff regarding procurement procedures. The officer will support supply chain tasks related to property management, transportation coordination, and the organization of meetings and workshops, making this position integral to the smooth operation of IOM's logistics and procurement functions.

Duties and Responsibilities:

• Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
• Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit.
• Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
• Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
• Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
• Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports.
• Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
• Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.
• Provide technical information to all staff in the office on procurement related instructions and procedures. 1
• Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. 1
• Support the coordination of transportation needs and drivers’ movements; verify all logbooks are properly maintained and monitor fuel consumption and vehicle maintenance records. 1
• Monitor activities of contractors working on the office premises. 1
• Support the organization of meetings, workshops and training. 1
• Perform other duties as may be assigned.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited academic institution, along with two years of relevant professional experience. Alternatively, candidates with a high school diploma must have four years of relevant professional experience. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage. Candidates should demonstrate a high level of computer literacy, excellent communication and negotiation skills, and the ability to prepare clear and concise reports. Additionally, candidates must be able to work effectively with national and international institutions and establish realistic resource requirements to meet IOM needs.

Educational Background:
The educational background required for this position includes a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution. Accredited universities are those listed in the UNESCO World Higher Education Database. Candidates with a high school diploma must have significant relevant professional experience, and certification in Procurement, Logistics, or Supply Chain Management is advantageous.

Experience:
Candidates should have experience in procurement and logistics, particularly in working with vendors and service providers. Experience with asset management processes and familiarity with IOM/UN Procurement and Logistics Rules and Procedures is considered an advantage. Additionally, experience working in an international organization is beneficial, as it provides insight into the complexities of global procurement and logistics operations.

Languages:
Fluency in Spanish, both spoken and written, is mandatory for this position. Candidates with a working knowledge of another official UN language (Arabic, Chinese, French, Russian, and Spanish) will have an advantage. Furthermore, oral and written fluency in English, particularly in beneficiary languages, is also considered an asset.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Ecuador will be eligible for consideration. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government, where applicable. The selection process may be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. IOM has a zero-tolerance policy regarding 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 any fees at any stage of the recruitment process and only accepts duly completed applications submitted through the IOM online recruitment system.