Logistics and Procurement Assistant – G5

Vacancy Notice

Open to Internal and External Candidates

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Organizational Context and Scope

Under the overall supervision of the Senior Resources (SRMO) and Procurement/Logistics Officer (PLO) in Jordan and direct supervision of the Senior Logistics and Facility Assistant in (SLFA); and, in collaboration with relevant units at CO, the successful candidate will be responsible and accountable for managing the logistics and procurement related functions in IOM Jordan.

Core Functions / Responsibilities:

1. Organize shipments, courier services, customs clearance arrangement, preparation of relevant supporting documentation, and all related necessary coordination with the authorities, implementation, and follow-up actions.
2. Monitor office supplies including stock room management and keep a record of supplies distribution and timely stock replenishment.
3. Provide procurement support to all fleet-related requests, including vehicle maintenance schedule, purchasing of the equipment, insurance coverage, etc.;
4. Regularly check and update of Mission insurance coverage, logistics-related agreements and lease agreements to ensure timely renewal.
5. Create and maintain physical and electronic records of all documentation through the supply chain cycle in accordance with IOM instructions and procedures; retrieve, present, and analyze information from the system and prepare periodic reports highlighting issues that require attention. Keep relevant tracking matrixes up to date.
6. Assist in the regular asset management, including physical Mission assets’ inventory, timely assets disposal exercise, transfer of Assets, beneficiary assets management, monthly asset reports preparation, and duly coordination with CAS.
7. Manage petty cash including the provision of relevant supporting documentation and monthly reports.
8. 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.
9. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
10. 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.
11. 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.
12. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers, including regular monthly payments.
13. Perform other duties as may be assigned.

Education & Experience:

• University 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 in procurement and logistics and working with vendors and service providers;
• Experience with custom clearance process is an advantage.
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage
• Experience working in an international organization an advantage.

Skills & Technical:

• High level of computer literacy
• Knowledge of SAP highly desirable
• Ability to work with national and international institutions.
• Ability to prepare clear and concise report.
• Excellent communication and negotiation skills.

Languages:

Thorough knowledge of English and Arabic

Required Competencies

Values:

• Inclusion and respect for diversity respects and promotes individual and cultural differences.

• encourages diversity and inclusion wherever possible maintain 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 – behavioral 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

Other:

Any offer made to the 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

and verification of residency, visa and authorizations by the concerned Government, where

applicable. In addition, a clearance from the local government (“Court Clearance”) needs to be

provided by the applicant.

How to apply:

• Interested Internal candidates (active staff members and staff holding a daily contract) need to submit their application plus a cover letter to vacancyamman@iom.int , their updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal indicating the vacancy number in the subject line. Any application without this information in the subject line will be excluded from the applications. Kindly use your IOM email account for us to easily identify that you are internal candidate (first tier candidate) referring to this advertisement and VN/JOR/012/2023.
• Interested external candidates are invited to submit their applications plus a cover letter via Akhtaboot website, referring to this advertisement Akhtaboot # 155649, for an application to be considered valid,

IOM only accepts online profiles duly completed in Akhtaboot website for External Candidates.

Only shortlisted candidates will be contacted.

Posting period:

From 20 February 2023 – 05 March 2023

No Fees:

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.

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