I. POSITION INFORMATION
Reference No. SVN/ID10/2014/037
Position title : Procurement & Logistics Assistant II
Position grade : General Service Staff, Grade 5 (Base salary : IDR 12.418.167 per month)
Duty station : Banda Aceh
Type of Contract :
Special All Inclusive Contract for 3 (three) months, (the first three months will be considered as probation period) with the possibility of extension. The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
Reporting directly to -Head of Sub-Office(Project Manager)-Senior Procurement Assistant, for technical guidance.Overall supervision by Chief of Mission
II. ORGANIZATIONAL CONTEXT AND SCOPE
Under direct supervision of the Head of Sub-Office (Project Manager), in close coordination with other team in Banda Aceh and technical guidance of the Senior Procurement Assistant in Jakarta, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics support to the projects at Banda Aceh.
III. RESPONSIBILITIES AND ACCOUNTABILITIES
1. Receive and review/clarify requests, specifications and confirm WBS elements and other needed information from requisitioners, particularly from programme managers at the sub office.
2. If necessary, assist programme staff in preparation of unambiguous specifications for purchase of goods, prior submission of requisition.
3. Coordinate and ensure that all purchases are reviewed and approved in accordance to the purchase authorization matrix and mission permanent instructions.
4. Liaise with Head of Sub-Office / Project Manager and Senior Procurement Assistant regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
5. Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system
6. Plan and implement procurement activities, including obtaining quotations, preparation of evaluation and recommendation, issuance of Purchase Order (PO) or Service Agreement (SA) and delivery of goods/services in accordance to IOM procurement guidelines and in coordination with Senior Procurement Assistant.
7. Ensure delivery of ordered goods/services is in accordance with the terms and specifications of the PO/SA. Furthermore ensure timely delivery of purchased and goods/service.
8. Report to requisitioner about the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions
9. Prepare payment documentation and liaise closely with the finance section concerning payment of purchased and delivered goods and services.
10. Maintain records of all transaction, ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc are kept.
11. Ensure that all procurement activities are done through PRISM (SAP) system and ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
12. Prepare weekly progress report for progress of on-going activities.
13. Ensure that office asset inventory is in line to IOM Assets inventory policy and maintain updated asset inventory report
14. Coordinate office fleet and drivers activities to ensure all transactions are in line to IOM fleet management policy
15. Coordinate with sub offices and provide them procurement/logistics assistance
16. Undertake travel to the field offices to assist on-going activities and provide direct logistics/ procurement assistance and guidelines
17. At the request of the supervisor, participate in staff development and training processes
18. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times
19. Ensure that supplies required for the smooth functioning of the office are available and inventoried and usage reports
20. Perform such other related duties as may be assigned
IV. COMPETENCIES
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
- Accountability
- Accepts and gives constructive criticism
- Follows all relevant procedures, processes, and policies
- Meets deadline, cost, and quality requirements for outputs
- Monitors own work to correct errors
- Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
- Identifies the immediate and peripheral clients of own work
- Establishes and maintains effective working relationships with clients
- Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
- Keeps clients informed of developments and setbacks
Continuous Learning
- Contributes to colleagues' learning
- Demonstrates interest in improving relevant skills
- Demonstrates interest in acquiring skills relevant to other functional areas
- Keeps abreast of developments in own professional area
- Communication
- Actively shares relevant information
- Clearly communicates, and listens to feedback on, changing priorities and procedures
- Writes clearly and effectively, adapting wording and style to the intended audience
- Listens effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
- Actively seeks new ways of improving programmes or services
- Expands responsibilities while maintaining existing ones
- Persuades others to consider new ideas
- Proactively develops new ways to resolve problems
Leadership and Negotiation
- Convinces others to share resources
- Actively identifies opportunities for and promotes organizational change
- Presents goals as shared interests
- Articulates vision to motivate colleagues and follows through with commitments
Performance Management
- Provides constructive feedback to colleagues
- Identifies ways for their staff to develop their abilities and careers
- Provides fair, accurate, timely, and constructive staff evaluations
- Uses staff evaluations appropriately in recruitment and other relevant HR procedures
- Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
Planning and Organizing
- Sets clear and achievable goals consistent with agreed priorities for self and others
- Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers
- Organizes and documents work to allow for planned and unplanned handovers
- Identifies risks and makes contingency plans
- Adjusts priorities and plans to achieve goals
- Allocates appropriate times and resources for own work and that of team members
Professionalism
- Masters subject matter related to responsibilities
- Identifies issues, opportunities, and risks central to responsibilities
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
- Persistent, calm, and polite in the face of challenges and stress
- Treats all colleagues with respect and dignity
- Works effectively with people from different cultures by adapting to relevant cultural contexts
- Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
- Actively contributes to an effective, collegial, and agreeable team environment
- Contributes to, and follows team objectives
- Gives credit where credit is due
- Seeks input and feedback from others
- Delegates tasks and responsibilities as appropriate
- Actively supports and implements final group decisions
- Takes joint responsibility for team's work
Technological Awareness
- Learns about developments in available technology
- Proactively identifies and advocates for cost-efficient technology solutions
- Understands applicability and limitation of technology and seeks to apply it to appropriate work
Resources Mobilization
- Establishes realistic resource requirements to meet IOM needs
Technical
a) Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
b) Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
c) Anticipates and prepares adequate responses to matters affecting staff safety/security
d) A comprehensive understanding of the concepts, mandate and operational system of a security unit
e) Knowledge of various analytical techniques and the process of analysing and grading sources of information, related to safety/security and threat/risk assessment
f) Proficient in computer application.
V. EDUCATION AND EXPERIENCE
a) University degree in the relevant field of expertise (Business Administration, Logistics, Management).
b) Minimum five years of experience in administration, logistics and procurement, preferably have experience in procurement/logistics at IOM.
VI. LANGUAGES
- Fluency in English and Bahasa Indonesia, both oral and written.
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with:
a) Cover letter, clearly specify suitability and availability date,
b) Complete the Personal History Form which can be downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=nl&file=phform.xls
c) Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application through through http://www.iom.or.id/about.jsp?lang=eng or send by email to recruitment-indonesia@iom.int, indicating the reference code above (SVN/ID10/2014/ 037) as subject. The deadline for applications is 10 April 2014.
Only applicant who meet the above qualification will be short-listed
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