Procurement and Logistics Assistant (G-5) Beirut, Lebanon
Job Description: Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
Context: Under the overall guidance of the Head of Mission in Lebanon, and under the direct supervision of the Supply Chain Officer in Beirut, the incumbent shall be responsible for carrying procurement and logistics functions in accordance with IOM's regulations, rules and procedures.
Duties and Responsibilities
Participate in planning procurement actions for assigned projects, some of which are highly complex: a) Review, record and prioritize purchasing requests, obtain additional information and or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services; b) Prepare and finalize Source Selection Plan for complex purchases; c) Post tender requirement in the IOM and UNGM websites for formal solicitations; d) Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved.
Compile and present procurement data for presentations and/or report monitoring: a) Follow up with sections to expedite the process of technical evaluation; b) Submit upon initial screening technical proposals to the requisitioner or the BEC for technical evaluation; c) Prepare and analyze abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible; d) Prepare presentations for review and clearance by MSCU Procurement Process Review in Manila in respect of all proposed contract awards exceeding the IOM Procurement Threshold and obtain recommendation for approval from MAC Director.
Draft and issue Contracts; and post-award financial management a) Draft Purchase Orders, Supply and Service Contracts, Lease Agreements, Amendment to the Contracts and POs, Prepare Statement of Awards, Ensure that Contracts/PO are timely renewed; b) Resolve routine issues/problems related to delivered goods / rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received; c) Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services. Raise Change Order if required; d) Liaise permanently with the rest of the Units in order to ensure that contracts/ purchase orders are timely renewed; and follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action; e) Maintain relevant internal database and files, keeps track of any contractual agreements and informs respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery. Identify new vendors for registration and inclusion in the roster for an enhanced competitiveness and benefit from opportunities for long-term agreements. Support Supply Chain Officer in creating, maintaining and enforcing procurement guidelines to standardize, streamline and facilitate procurement of various commodities for IOM Operations in Lebanon.
OTHER TASKS -Coordinate with the Various Units on office equipment and fixture requirements -Prepare procurement monitoring reports and documents as required. -Prepare Request for Payment through Online Invoice Processing Application (OIPA) for processing of payment to vendors. -Perform other related duties as required.
Qualifications and Experience
Education -University degree in Business Administration, Procurement and Supply, Management or a related field from an accredited academic institution with three years relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one year experience in UN system or multi-national organization; or -High School Diploma/Secondary education with five years of relevant professional experience -Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience: -A minimum of three years of progressively responsible professional experience in procurement, administrative services or related area is required. -At least three years of professional experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable. -Experience working with an ERP system in the area of purchasing and/or supply chain is desirable. -A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.
Skills -Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful. -Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented. -Team player: ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds
Languages -For this position, fluency in English, Arabic is required (oral and written). -IOM's official languages are English, French and Spanish.
