The posting
Job Description
Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration
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 and internal-equivalent candidates are considered as first-tier candidates.
Organizational Context and Scope
Under the overall supervision of the Resources Management Officer (RMO) in Kingston, Jamaica, and the direct supervision of the National Supply Chain Officer, and in close coordination with relevant units at the Subregional Office, Regional Office, and Administrative Centres, the Supply Chain Associate will be responsible and accountable for carrying out the following duties and responsibilities:
Responsibilities
- Receive and consolidate all procurement requisition forms by verifying the completeness of the required information in accordance with the Purchase Authorisation Matrix and other office instructions and obtain any necessary additional information.
- Assist supervisors in more complex, higher-value purchases.
- Prepare tender documents, solicit bids and quotations as applicable, prepare bid analysis summary and share it with the requesting unit. Support in the evaluation process and provide technical inputs. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorisations.
- 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 the timely payment to suppliers/service providers with Finance.
- Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures. Retrieve, present and analyse information from the system and draft periodic reports highlighting issues that require attention.
- Conduct market surveys to identify potential new suppliers/service providers. Participate in their evaluation regarding quality, prices and services in line with the organisation’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 briefing and technical guidance to all staff in the office on procurement related instructions and procedures.
- Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
- Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance.
- Provide training and guidance to the junior SCM staff of CO, while monitoring, evaluating and supporting their professional and career development.
- Perform such other relevant duties as maybe assigned.
Qualifications
Required Qualifications and Experience
EDUCATION
- Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or
- High School diploma with five years of relevant professional experience
- Certification in Procurement, Logistics or Supply Chain Management is an advantage
EXPERIENCE
- Experience in procurement and logistics and working with vendors and service providers;
- Experience with asset management process;
- Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage; and,
- Experience working in an international organisation an advantage.
SKILLS
- High level of computer literacy;
- Ability to work with national and international institutions;
- Ability to prepare clear and concise report;
- Excellent communication and negotiation skills; and,
- Ability to establish realistic resource requirements to meet IOM needs.
SECTION 5
Languages IOM’s official languages are English, French, and Spanish.
REQUIRED
For this position, fluency in English is required (oral and written).
DESIRABLE
Working knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is considered an asset.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Competencies
The incumbent is expected to demonstrate the following values and competencies:
VALUES - All IOM staff members must abide by and demonstrate these five 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 – Choose a level.
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.
SECTION 7
Additional Considerations
Any offer made to a candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, as well as verification of residency status, visa requirements, and any necessary government authorisations, where applicable.
Only candidates who are nationals of a CSME Member State and hold a valid work permit will be considered.
This is a three-month contract with the possibility of extension, subject to organisational requirements, funding availability, and satisfactory performance.
In all cases, a prerequisite for appointment is legal residence in the country of duty station together with the appropriate authorisation to work, where required.
IOM is committed to non-discrimination in the selection process. Appointment, transfer, and promotion shall be made without discrimination, in particular with regard to race, ethnicity, age, nationality or sexual orientation, gender identity and expression, sex characteristics, disability, political affiliation, religion, or any other identity.
Applications must be submitted online through the official IOM Careers website. Only applications received through the online recruitment system will be considered.
Notes
Please refer to this link for guidance on IOM Job Category.
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.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
No late applications will be accepted. Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
