Procurement Assistant II - IOM Jakarta

International Organization for Migration (IOM) Jakarta is looking for a
Procurement Assistant II according to the terms of reference below.
Interested candidates are invited to submit their applications to
recruitment-indonesia@iom.int not later than 22 September 2010
indicating the reference code below as subject. All candidates are
requested to specify their availability date in the application form.
Please note that only short-listed candidates will be contacted.

Reference No : SVN/ID1/2010/050

Position Title : Procurement Assistant II

Classification : Employee, Grade 5

Duty Station : Jakarta, Indonesia

Type & duration of contract: Special All Inclusive, 3 months with
possibility of extension



General Functions:

Under the guidance and direct supervision of the Logistics/Procurement
Officer and the 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 office supplies and materials and equipment and providing
project logistics/procurement and administrative support to the mission.

In particular, she/he will:

1. Receive and review/clarify requests, specifications and confirm
WBS elements and other needed information from requestors, particularly
from programme managers in the mission.

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 line to the purchase authorization matrix.

4. Identify potential suppliers/vendors and ascertain conditions
of purchase and quotations.

5. Liaise with Logistics/Procurement Officer regarding procurement
of goods/services, 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. Coordinate with the Finance unit to ensure that prior to the
final ordering and delivery of the equipment/materials, the WBS elements
and account code line item have been determined.

8. 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.

9. 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.

10. Prepare payment documentation and liaise closely with the finance
section concerning payment of procured and delivered goods or services.

11. Ensure that all procurement activities are done trough PRISM (SAP)
system and that the proper IOM administrative procedures and standards
for follow up, canvassing, bidding, ordering and stock keeping are
strictly adhered to.

12. Maintain and monitor office supplies registry and conduct periodic
stock taking to ensure that stationery and cleaning supplies are
replenished in a timely manner.

13. Provide Procurement assistance, liaise and coordinate closely with
other Procurement Assistants at all sub-offices on procurement matters

14. Undertake other duties that may be assigned from time to time
which are commensurate to the position.

Desirable qualifications:

Diploma in Business Administration, Management or alternatively, a
combination of related education and experience in this field. At least
three to five years experience in procurement, logistics and
administration.

Must have strong analytical, planning and people management skills.
Ability to prepare clear and concise reports. Proficient in computer
applications.

Must have excellent communication skills. Personal commitment,
efficiency, flexibility, drive for results, respect for diversity,
creative thinking. Ability to work effectively and harmoniously with
colleagues from varied cultures and professional background.

Thorough knowledge of English.

For more detail info about us, please visit www.iom.or.id
http://www.iom.or.id