Open to Internal and External Candidates

Reference No. : SVN/2024/073
Position Title : Procurement Associate
Duty Station : Jakarta
Organization Unit : Resource Management Unit
Classification : G-5
Type of Appointment : Special Short-Term Contract (3 months)
Report to : Head of Resources Management
Estimated Start Date : As soon as possible
Closing Date : 20 December 2024

Context:

Established in 1951, IOM is a related organization of the United Nations, and as the leading UN agency in the field of migration, IOM works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all.

Operational in Indonesia for more than 40 years, IOM Indonesia is working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking (CT), Labour Mobility and Social Inclusion (LMI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Governance, and Resettlement and Voluntary Returns.

The Resources Management Unit contributes to the monitoring and supporting the budgetary financial, human resources and other administrative functions to ensure quality, effective and efficient resources management of the Country Office.

Under the direct supervision of the Head of Resources Management, the incumbent will be responsible and accountable for providing procurement and logistic support services to the assigned projects at IOM Indonesia.

Responsibilities and Accountabilities

1. Receive and review/clarify requests, specifications and confirm WBS elements and other needed information from requisitioners, particularly from programme managers.
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 project related purchases are reviewed and approved in accordance to the purchase authorization matrix.
4. Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system.
5. Plan and implement procurement activities, including obtaining quotations, preparation of evaluation and recommendation, issuance of Purchase Order (PO) or Service
6. Agreement (SA) and delivery of goods/services in accordance to IOM procurement guidelines and in coordination with National Procurement/Logistic Officer.
   Coordinate with the Finance Assistant to ensure that prior to the final ordering and delivery of goods/services, the WBS element and budget line item have been determined.
7. Coordinate and monitor the delivery of ordered goods/services and ensure through established procedures that all received goods/services are in accordance with the terms and specifications of the PO/SA. Furthermore ensure timely delivery of purchased goods/services. Report to requisitioner about the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions.
8. Prepare payment documentation and liaise closely with the finance section concerning payment of purchased and delivered goods and services. 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
9. Make vendor’s evaluation to performance, reliability, quality, price, delivery of goods/services against the concluded PO/SA and organizations’ best interests.
10. 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.
11. Prepare weekly progress report of procurement activities.
12. Perform such other related duties as may be assigned.

EDUCATION

Languages 

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.

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, verification of Education certificate and security clearances. IOM applies local United Nations Salary Scale.

Please submit your application online by clicking “Apply” button above. Please attach the Resume and Cover letter in your application. The deadline for applications is 20 December 2024. Candidates applying for this vacancy are required to declare whether they have relatives already working for IOM.

Only applicant who meets the above qualification will be considered

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