Position Title: Supply Chain Assistant

Duty Station: IOM Philippines – Country Office (Legazpi City)

Classification: Direct Recruitment

Type of Appointment: Special Short term, with possible extension

Estimated Start Date: As soon as possible

Closing Date: 21 November 2024

Under the overall supervision of the National Resource Management Officer of IOM Legazpi with the direct supervision of the Sr. Supply Chain Management Assistant, the successful candidate will be accountable and responsible for performing a range of Supply Chain functions for the mission projects in line with IOM policies, rules, and regulations.

Responsibilities

Procurement

• Receive, review, and assign Purchase Requisitions from end-users through PR online application
• Receive, review, and assign Purchase Requisitions from end-users through PR online application.
• Coordinate Requests for Quotations, Bids Analysis Summaries; receipt of quotations, bids or proposals, evaluation of bids and proposals and coordinate contracts in full compliance with IOM rules and regulations.
• Assist in preparing procurement plan in coordination with the operations unit.
• Identify service providers, and participate in evaluations regarding vendor’s performance, including the quality of goods and services, price, delivery of equipment.
• Act as a Procurement Purchase Processor in PRISM. Prepare purchase orders and ensure receiving authorization by the relevant approvers and designated signatories.
• Update Vendors Master List and participate in supplier selection and evaluation processes.
• Follow up on purchase order status and keep relevant requesting staff informed of estimated delivery times or any changes that may affect or modify the pre-determined delivery conditions.
• Provide all necessary documentation to vendors regarding VAT and Customs Exemption and follow up. Whenever feasible, help the mission obtain access to duty-free goods/services entitlements.
• Perform a regular market search on goods and service providers for the entire Bicol region programming.
• Assist the supply chain management in line with IOM procedures to ensure timely supply of quality goods and services for IOM’s operations.
• Perform other duties as may be assigned.

Logistics

• Organize daily dispatches and routing of service vehicles including delivery trucks during emergency responses. Suggest measures to maximize the productivity of the logistics section.
• Coordinate closely with shipping lines, transport providers, and different related-government entities.
• Follow IOM logistics procedures and processes in the IOM office, logistics section, including filing, and archiving relevant documents.
• Update fuel expenses and vehicle log sheet and submit to CO (country office) on a monthly basis.
• Assist in reviewing the monthly logistics reports and advise the NRMO (National Resource Management Officer) and the Sr. Supply Chain Management Assistant where there are irregularities or areas of concern that needs follow up.
• Perform other duties as may be assigned.

Warehouse

• Compile accurate and timely overall monthly reports (stock/ inventory report, asset management, and procurement tracking/plan).
• Provide support to the procurement team for the effective management of the warehouse processes and deliveries, according to IOM procedures. Ensure SWRF (stock withdrawal request form), WB (waybill), and GRR (goods receiving report) are fully accomplished for outbound and inbound deliveries.
• Adhere to safety standards such as proper storage, proper filling of materials and use of safety equipment.
• Conduct regular inventory to verify the accuracy of warehouse stocks.
• Maintain quality control of all goods/items within the warehouse and provide recommendations and necessary feedback on challenges and issues encountered to the Sr. Supply Chain Management Assistant and NRMO (National Resource Management Officer) for necessary actions.
• Compile accurate and timely overall monthly reports including stock/ inventory report and asset management covered in the warehousing.
• Review the monthly warehouse reports and advise the Sr. Supply Chain Management Assistant and the NRMO (National Resource Management Officer) where there are irregularities or areas of concern that need follow ups.
• Support the over-all proper management and maintenance of the IOM Legazpi warehouse.
• Perform other duties as may be assigned.

Asset Custodian

• Perform and review regular inventory entries of purchased assets and maintain Inventory Database in PRISM.
• Track and maintain accurate records of all IOM Legazpi sub-office assets physically versus PRISM records.
• Ensure assets are properly accounted for and coordinated to CO (country office).
• Initiate assets write-off/disposal which are damaged and cannot be used in accordance with company policies.
• Follow procedures to safeguard and protect company assets from loss, theft, or damage.
• Conduct regular inventory to ensure the accuracy of asset records.
• Execute daily MIGO (materials good receipt in prism) requirements.
• Perform other duties as may be assigned.

Qualifications

Education

• University degree in Logistics and Supply Chain Management Purchasing and Operations Management, Business Administration and 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.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in one or more of the supply chain and logistics ancillary sectors, material control, transport and distribution management, inventory, building management and construction.
• Experience in supply chain management with UN agencies, NGOs or any multinational/multicultural organization will be an advantage.
• Experience in procurement in international and/or government process.
• Experience in using SAP system, MS office applications such as Word and Excel.

Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Knowledge on supply management, logistics and warehousing and product quality control.

Languages

• For all applicants, fluency in English and Tagalog is required (oral and written).

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.

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 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

• 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.

Managerial – behavioural indicators (applicable only if position is with direct reports)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
• 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. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
• 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 online recruitment system. The online tool also allows candidates to track the status of their application.