International Organization For Migration (IOM)

ICT Assistant (Contracts and Procurement)

International Organization For Migration (IOM)

Job Description

Position Title : ICT Assistant (Contracts and Procurement) Duty Station : Geneva, Switzerland Classification : General Service Staff, Grade G5 Type of Appointment : Fixed term, one year with possibility of extension Estimated Start Date : As soon as possible Closing Date : 21 February 2021 Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. Context:

The position is based at Headquarters in the Information and Communications Technology (ICT) Division, headed by the Chief Information Officer.

Under the overall supervision of the CIO, Director ICT and direct supervision of the ICT Contract Management Administrator, the successful candidate is responsible for providing administrative and procurement support to the ICT Contract Management Unit in the Office of the CIO.

Core Functions / Responsibilities:

  1. Support the CIO and ICT Contract Management to monitor contractor obligations and implement contracts in the Division.
  2. Maintain electronic and hard copies of the relevant files and records, to ensure proper audit trail of the contract’s compliance.
  3. Contact vendors to submit proposals and prepare pricing comparison tables.
  4. Process HQ and Field Office procurement of ICT components as per IOM procurement procedures and ICT specifications.
  5. Coordinate within ICT and IOM Business Unit on preparation and process Request for Proposals/Quotes (RFP/RFQ) in compliance with IOM Procurement and Contraction manuals.
  6. Receive, review and follow up procurement queries addressed to the ICT procurement mailbox.
  7. Prepare purchase orders for approval by the supervisor and send to the vendors.
  8. Update and track processing of procurement actions such as orders and shipments for Country Offices.
  9. Verify that the information on invoices/credit note(s) issued by vendors is correct and process for approval by the Supervisor.
  10. Verify and forward approved invoices to Financial Units for further processing and respond to queries on the status of payment of invoices.
  11. Input all procurement related data in the SAP-based ERP (PRISM) and extract reports.
  12. Inspect delivered ICT goods and services to match the orders at HQ while ensuring appropriate tagging including in PRISM for inventory management.
  13. Assist with procurement research.
  14. Perform other such duties as may be assigned.
Required Qualifications and Experience:

Education

• A university degree in Business Administration, Finance, commerce, Logistics and procurement or Information Technology from an accredited institution1 with three years of relevant experience, or; • Completed High school / Secondary school education with five years of relevant experience; • Relevant Professional certification at foundation level is a distinct advantage.

Experience

• Hands on experience with the use of SAP/PRISM.

Skills

• Ability to prepare clear and concise report and coordinate administrative activities; • Good oral and written communication skills; • Good analytical and report writing skills; • Knowledge and use of advanced Microsoft Suites; • Excellent knowledge of public sector procurement and logistics rules and procedures or a similar organization such as the UN; • Knowledge of Accounting System, software and procedures.

Languages

IOM’s official languages are English, French and Spanish.

For this position, fluency in English is required (oral and written). Working knowledge of French and/or Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

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 wherever possible.

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.

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 action and delegated work.

Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link. https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Please be advised that this is a local position and as such only qualified Swiss nationals or candidates residing in Switzerland or neighbouring France will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

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