Deskripsi Pekerjaan

DESKRIPSI PEKERJAAN

POSITION INFORMATION
Open to: Internal and External applicants
Reference No.: VN/ID10/2016/076
Position Title: Procurement and Logistics Assistant I
Duty Station: Surabaya
Classification: General Service Staff, Grade G-4
Base Salary: IDR 10,249,833,- per month
Type of Appointment: One Year Fixed Term, (the first six months shall be considered as probation period)
Estimated Start Date: As soon as possible
Closing Date: 28 October 2016
 
 
I. CONTEXT
 
Under direct supervision of the National Head of Sub-Office in Surabaya, in close coordination with the Resources Management Assistant at IOM Tangerang, and Procurement/Logistics Coordinator in Jakarta, and under the overall supervision of the RCA Programme Coordinator (Central Region), the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics/procurement support to the projects at the sub office in Surabaya.
 
 
II. CORE FUNCTION/RESPONSIBILITIES
  • Receive, review and process incoming requests from requisitioners ensuring sufficient clarity on specifications given for good and services. Confirm any other relevant information from requisitioners, particularly from programme managers at the sub office.
  • If necessary, assist programme staff in preparation of unambiguous specifications for purchase of goods, prior submission of requisition.
  • Coordinate and ensure that all project related purchases are reviewed and approved in accordance to the purchase authorization matrix.
  • Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system and/or procurement company’ database.
  • Liaise with Logistics/Procurement Officer regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.
  • 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 Logistics/Procurement Officer.
  • Prepare Purchase Orders or Service Agreements and ensure authorization is received in accordance to Mission Permanent Instructions.
  • 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.
  • 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 quality and opportune delivery of purchased goods/services.
  • Report to requisitioner on the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions. In the event of changes, propose alternatives to mitigate delays in project implementation processes.
  • Prepare payment documentation and liaise closely with the finance department concerning payment of purchased and delivered goods and services.
  • Maintain optimal records of all transactions, ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receiving reports, receipts, local order forms, etc are kept accountable and easily accessible by managers.
  • Evaluate vendor’s performance, reliability, quality, price, delivery of goods/services against the concluded PO/SA and organizations’ best interests.
  • Ensure that the proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
  • Prepare weekly progress report for all procurement activities and provide brief updates to HsO on overall status of purchases, logistics and warehousing.
  • Ensure that all procurement transactions are done through PRIMS(SAP).
  • Ensure and manage that office asset inventory is in line to IOM Assets inventory policy and maintain updated asset inventory report.
  • Coordinate office fleet and drivers activities to ensure all transactions are in line to IOM fleet management policy.
  • At the request of the Line Manager or HoSO, participate in staff development and training processes.
  • Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times.
  • Perform such other related duties as may be assigned.
 
III. REQUIRED QUALIFICATIONS AND EXPERIENCE
 
Education
  • University degree in the relevant field of expertise (Business Administration, Logistics, Management) with 2 (two) years of relevant working experience, or;
  • Completed High School degree from an accredited academic institution, with 4 (four) years of working experience.
 
Experience
  • Good knowledge of, and experience in procurement and logistics, administration and operational, preferably have experience or familiar with IOM regulation system.
  • Ability to prepare clear and concise reports and to analyse and interpret source information and data.
  • High level of computer literacy is required. Good knowledge of MS office, specifically Microsoft EXCEL.
  • Have knowledge and experience in SAP is an advantage.
 
Languages
 
Fluency in English and Bahasa Indonesia is required.
 
 
IV. REQUIRED COMPETENCIES
 
Behavioural
 
a) Takes responsibility and manages constructive criticism; b) Works effectively with all clients and stakeholders; c) Promotes continuous learning; communicates clearly; d) Takes initiative and drives high levels of performance management; e) Plans work, anticipates risks, and sets goals within area of responsibility; f) Displays mastery of subject matter; g) Contributes to a collegial team environment; i) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; j) Displays awareness of relevant technological solutions; k) Works with internal and external stakeholders to meet resource needs of IOM.
 
Technical
  • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
  • Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM.
 
 
V. 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, security clearance and verification of education certificate.
 
 
How to apply:
Interested candidates are invited to submit their applications in ENGLISH, with:
  • Cover letter, clearly specify suitability and availability date,
  • Complete the Personal History Form  which can be downloaded at the following link: http://indonesia.iom.int/sites/default/files/Personal%20History%20Form.xls
  • Detailed curriculum vitae, including historical salary and minimum three referees (preferably former direct supervisors).
Please submit your application by clicking " APPLY NOW" button below. The deadline for applications is 28 October 2016.
 
 
 
Only applicant who meets the above qualification will be considered
 

Tentang Perusahaan

Why join us

IOM is committed to the principle that humane and orderly migration benefits migrants and society.

As the leading international organization for migration, IOM acts with its partners in the international community to:

 

    Assist in meeting the growing operational challenges of migration management.
    Advance understanding of migration issues.
    Encourage social and economic development through migration.
    Uphold the human dignity and well-being of migrants.

 

IOM's Strategic Focus

 

 


To provide secure, reliable, flexible and cost-effective services for persons who require international migration assistance.

To enhance the humane and orderly management of migration and the effective respect for the human rights of migrants in accordance with international law.

To offer expert advice, research, technical cooperation and operational assistance to States, intergovernmental and non-governmental organizations and other stakeholders, in order to build national capacities and facilitate international, regional and bilateral cooperation on migration matters.

To contribute to the economic and social development of States through research, dialogue, design and implementation of migration-related programmes aimed at maximizing migration's benefits.

To support States, migrants and communities in addressing the challenges of irregular migration, including through research and analysis into root causes, sharing information and spreading best practices, as well as facilitating development-focused solutions.

To be a primary reference point for migration information, research, best practices, data collection, compatibility and sharing.

To promote, facilitate and support regional and global debate and dialogue on migration, including through the International Dialogue on Migration, so as to advance understanding of the opportunities and challenges it presents, the identification and development of effective policies for addressing those challenges and to identify comprehensive approaches and measures for advancing international cooperation.

To assist States to facilitate the integration of migrants in their new environment and to engage diasporas, including as development partners.

To participate in coordinated humanitarian responses in the context of inter-agency arrangements in this field and to provide migration services in other emergency or post-crisis situations as appropriate and as relates to the needs of individuals, thereby contributing to their protection.1

To undertake programmes which facilitate the voluntary return and reintegration of refugees, displaced persons, migrants and other individuals in need of international migration services, in cooperation with other relevant international organizations as appropriate, and taking into account the needs and concerns of local communities.

To assist States in the development and delivery of programmes, studies and technical expertise on combating migrant smuggling and trafficking in persons, in particular women and children, in a manner consistent with international law.

To support the efforts of States in the area of labour migration, in particular short term movements, and other types of circular migration.

IOM is committed to the principle that humane and orderly migration benefits migrants and society.
As the leading international organization for migration, IOM acts with its partners in the international community to:
 
    Assist in meeting the growing operational challenges of migration management.
    Advance understanding of migration issues.
    Encourage social and economic development through migration.
    Uphold the human dignity and well-being of migrants.
 
IOM's Strategic Focus
 
 
 

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