Procurement & Logistics Assistant I, Pontianak – VN/ID10/2017/072

Job Description

  1. 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.
  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 and ensure that proper IOM administrative procedures and standards for follow up, canvassing, bidding, ordering and stock keeping are strictly adhered to.
  4. Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system and/or procurement company’ database.
  5. Assist to 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 in Jakarta and ensure that all procurement transactions are done through PRISM (SAP).
  6. Undertake regular spot check on quality, delivery from our selected vendors and to also assess the satisfaction of IOM beneficiaries of the service rendered to the together with operations staff and evaluate vendor’s performance regularly.
  7. 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.
  8. Prepare payment documentation and liaise closely with the finance department concerning payment of purchased and delivered goods and services.
  9. 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.
  10. Prepare weekly progress report for all procurement activities and provide brief updates to HoSO on overall status of purchases, logistics and warehousing.
  11. Maintain office asset inventory , office vehicles and drivers in line to IOM internal policy and procedures at the request of the Line Manager or HoSO, participate in staff development and training processes.
  12. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct, at all times.
  13. Perform such other related duties as may be assigned.

Job Requirements

  1. University degree from an accredited academic institution, preferably in Business Administration, Logistics, or Management, with minimum 2 (two) years relevant work experience, or;
  2. Completed High School degree with at least 4 (four) years in relevant work experience.
  3. Indonesian National with good knowledge of, and experience in procurement and logistics, administration and operational.
  4. Ability to prepare clear and concise reports and to analyse and interpret source information and data.
  5. High level of computer literacy is required. Good knowledge of MS-Office, specifically Microsoft Excel.
  6. Have knowledge and experience in SAP is an advantage.

How to Apply

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Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.

With 149 member states, a further 12 states holding observer status and offices in over 100 countries, IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.

IOM works in the four broad areas of migration management:

Migration and development
Facilitating migration
Regulating migration
Forced migration.
IOM activities that cut across these areas include the promotion of international migration law, policy debate and guidance, protection of migrants’ rights, migration health and the gender dimension of migration.

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