JOB DESCRIPTION

Key Responsibilities

1. Maintaining a filing system for the supply chain unit, including filing and tracking of contracts, storing of electronic copies of Purchase Orders, warehouse forms and other procurement transactions in the Supply Chain SharePoint folder.
2. Keep the Supply chain unit SharePoint arranged and updated.
3. Perform minor procurement transactions for the office, especially the common purchases and office stationaries inventory.
4. Assist the Supply Chain Unit in preparing requests for quotations, evaluation reports, purchase orders, submitting payment request and other procurement documents.
5. Support compliance with IOM procurement policies and procedures, as well as donor requirements.
6. Tracking of invoices and follow-up pending payments. Send Remittance Advice to vendors and follow-up the submission of Official Receipts needed for IOM GST claims.
7. Draft inventory report on monthly basis and Purchase Request status reports on weekly basis and Fleet vehicle report for staff private usage on monthly basis submit them to the Supply Chain Officer.
9. Support the Supply Chain Unit in conducting market surveys and vendor assessments.
10. Provide administrative support to the Supply Chain Unit, such as arranging meetings, taking minutes, and drafting correspondence.
11. Liaise with other units and offices within IOM on procurement and administrative matters.
12. Perform any other duties as assigned by the supervisor.

Required Qualifications

Education

• Bachelor’s degree in Purchasing and Supply Management, Logistics or Business Administration or a related field from an accredited academic institutio

Experience

• ​​Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• At least 1 year of relevant professional experience is an advantage
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Excellent written and oral communication skills in English
• Good interpersonal communication and presentation skills.

Languages

Englush and Tok Pisin in required

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

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

Travel required

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Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

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.
• 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

• 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.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
3. Depending on experience and location, interns are granted a small monthly stipend to help offset costs. Interns benefiting from an internship allowance or scholarship granted by his/her university or other sponsoring body that includes financial remuneration or credits for coursework will not be eligible for the stipend.
4. IOM covers Interns against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the assignment. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Interns are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work.
5. 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.
6. 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.
7. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies