International
Organization for Migration (IOM) Indonesia is looking for Procurement Assistant, according to the
terms of reference below. Interested candidates are invited to send their application
with the cover letter, complete the Personal History Form which can be downloaded at http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls and submit torecruitment-indonesia@iom.int not later than 11 June 2012 indicating the reference code below as subject. All
candidates are requested to specify their availability date and minimum three
referees in the application form. Please note that only short-listed candidates
will be contacted.
Reference No : SVN/ID10/2012/033
Position Title : Procurement Assistant
Classification :
General Service Staff, Grade 5 (Base Salary : IDR11.616.500,- per month)
Duty
Station : Jakarta, Indonesia
Type
& Duration of contract:Special All
Inclusive Contract, 6 month with possibility for extension
General
Functions:
Under the guidance and direct
supervision of the Logistics/Procurement Officer and overall supervision of the
Senior Resource Management Officer, the incumbent will be responsible for
organizing procurement activities including obtaining quotations, tendering,
purchase and delivery of goods and services, and providing logistics support to
the projects. In particular, she/he will:
1. Receive and review/clarify requests, specifications and confirm WBS
elements and other needed information from requisitioners, particularly
from programme managers at the sub office.
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. Liaise with Logistics/Procurement Officer regarding procurement of
goods/service, to consolidate overall office procurement requirements
and optimize purchasing power.
6. 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.
7. Prepare Purchase Orders or Service Agreements and ensure
authorization is received in accordance to Mission Permanent
Instructions.
8. 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.
9. 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
10. Prepare payment documentation and liaise closely with the finance
section concerning payment of purchased and delivered goods and
services.
11. 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.
12. Make vendor’s evaluation to performance, reliability, quality,
price, delivery of goods/services against the concluded PO/SA and
organizations’ best interests.
13. Ensure that all procurement activities are done trough 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.
14. Prepare weekly progress report of procurement activities.
15. At the request of the Line Manager or HO, participate in staff development and training processes
16. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times
17. Undertake other duties that may be assigned from time to time which are commensurate to the position.
Qualifications:
(Education, experience and personal
qualities) University Degree in Business Administration, Management or
alternatively, a combination of related education or experience in this field.
At least five years experience in procurement, logistics or administration.
Must have strong analytical, planning
and people management skills. Ability to prepare clear and concise reports and
to analyze and interpret source information and data. High level of computer
literacy is required.
Must have excellent communication skills
Personal commitment, efficiency, flexibility, drive for results, respect for
diversity and creative thinking. Ability to lead, coach and work effectively
and harmoniously with colleagues from varied cultures and professional
backgrounds.
Languages:
Thorough knowledge of English
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