Vacancy Announcement (SVNMM089)

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1 Vacancy Announcement (SVNMM089) The International Organization for Migration (IOM) office in Yangon, a Geneva based international organization with over 150 offices world wide, is seeking qualified professionals to join the IOM office in Yangon, Myanmar. VA No. Position Title No. of position Duty Station VA/15/159 Logistics and Procurement Assistant 1 Yangon, Myanmar *Remark: Above vacancy is for the special short term contract.* Interested candidates are invited to submit an application letter and an updated CV with a maximum length of 3 pages including names and contact details of 3 referees (copies of certificates and further documents are not required at this stage) to below address; International Organization for Migration (IOM) Mission in Myanmar Yangon Office 318 A, Ahlone Road, Dagon Township, Yangon, Myanmar Tel Land Line : , ~2 Tel CDMA : , Fax : (Ext: 5010) Application deadline: 01 December 2015 (Tuesday). Note that the cover letter should clearly state the title of the position that is applied for. Only short listed candidates will be contacted. IOM Mission in Myanmar Yangon 318 A, Ahlone Road, Dagon Township, Yangon, Myanmar E mail: Website: Tel: Fax extension 5010

2 TERMS OF REFERENCE I. POSITION INFORMATION Vacancy Announcement Position title Position grade Duty station Seniority band: Job family: Organizational unit: Position number Position rated Subject to rotation Reporting directly to Overall supervision by Managerial responsibility Directly reporting staff SVN (internal and external) Logistics and Procurement Assistant Yangon, Myanmar IV Logistics, Procurement and Facilities Resource Management Unit Senior Procurement and Logistic Assistant Resource Management Officer No n/a II. ORGANIZATIONAL CONTEXT AND SCOPE Under the overall supervision of the Resource Management Officer (RMO) and the direct supervision of Senior Procurement and Logistic Assistant, in working close coordination with the Programme Managers, the incumbent will provide support to the Mission in Procurement and Logistic related functions including PRISM role as assigned. III. RESPONSIBILITIES AND ACCOUNTABILITIES 1. Assist in overall procurement activities of Yangon office and its sub offices which include procurement, property, asset control, supply, service/maintenance and dispatch transportation; 2. Assist in ensuring the full compliance of procurement activities according IOM s rules and regulations and the applicable policies and procedures as well as highest degree of personal and professional ethics; 3. Collect and provides necessary information regarding the procurement and assist in planning, and organizing all aspects of the procurement; 4. Processing the IOM s procurement procedure/document e.g obtaining competitive quotation through requests, bids or proposal and internet searches, issue PR, PO, etc. in a timely manner; 5. Coordinate with Field Procurement Units (FPU) in Manila and/or Bangkok for international Order and for procurement questions and provide practical input to the FPU (if any); 1

3 6. Strictly adhere to the internal control related to procurement activities in accordance to IOM rules and regulations. Assist in the annual audit process and in the proper implementation of the auditors recommendations ; 7. Assist in filling all contract/agreement (related to procurement) which are completely file with all the required supporting documents i.e. tendering, contracting, progress report, and payment supporting documents; 8. Entering the procurement transactions in PRISM system as required as well as train/share this knowledge to other colleagues when requested; 9. Monitor insurance services for the fixed assets(e.g. vehicles,high value IT equipment, etc;) and other sub offices premises (office and warehouse) for IOM Mission in Myanmar; 10. Facilitate and support logistical needs of program activities in a timely manner such as training/conference and meeting (accommodation, venue and transportation) for the assigned project, vehicle rental, and maintenance process; 11. Assist in managing the inventory and supply chain management of the assigned project/location including: Prepare inventory report quarterly and annually for donor report purpose. Liaise with Stakeholders/donors and other implementing partners regarding with supply chain management system and conduct in sub offices according to donor standard operation guideline. Monitor supply chain management system of assigned project and provide update information such as stock replenishment, over stock and shortage as per consumption to program unit in timely manner to avoid waste and expiry. 12. Perform other related duties as may be assigned. IV. COMPETENCIES The incumbent is expected to demonstrate the following technical and behavioural competencies Behavioural Accountability Accepts and gives constructive criticism Follows all relevant procedures, processes, and policies Meets deadline, cost, and quality requirements for outputs Monitors own work to correct errors Takes responsibility for meeting commitments and for any shortcomings Client Orientation Identifies the immediate and peripheral clients of own work Establishes and maintains effective working relationships with clients Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries 2

4 Continuous Learning Contributes to colleagues' learning Demonstrates interest in improving relevant skills Demonstrates interest in acquiring skills relevant to other functional areas Keeps abreast of developments in own professional area Communication Actively shares relevant information Clearly communicates, and listens to feedback on, changing priorities and procedures Writes clearly and effectively, adapting wording and style to the intended audience Listens effectively and communicates clearly, adapting delivery to the audience Creativity and Initiative Proactively develops new ways to resolve problems Leadership and Negotiation Convinces others to share resources Presents goals as shared interests Performance Management Provides constructive feedback to colleagues Provides fair, accurate, timely, and constructive staff evaluations Uses staff evaluations appropriately in recruitment and other relevant HR procedures Planning and Organizing Sets clear and achievable goals consistent with agreed priorities for self and others Identifies priority activities and assignments for self and others Organizes and documents work to allow for planned and unplanned handovers Identifies risks and makes contingency plans Professionalism Masters subject matter related to responsibilities Identifies issues, opportunities, and risks central to responsibilities Incorporates gender related needs, perspectives, and concerns, and promotes equal gender participation Persistent, calm, and polite in the face of challenges and stress Treats all colleagues with respect and dignity Works effectively with people from different cultures by adapting to relevant cultural contexts Knowledgeable about and promotes IOM core mandate and migration solutions Teamwork Actively contributes to an effective, collegial, and agreeable team environment Contributes to, and follows team objectives Gives credit where credit is due Seeks input and feedback from others 3

5 Delegates tasks and responsibilities as appropriate Actively supports and implements final group decisions Takes joint responsibility for team's work Technological Awareness Learns about developments in available technology Proactively identifies and advocates for cost efficient technology solutions Understands applicability and limitation of technology and seeks to apply it to appropriate work 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. EDUCATION AND EXPERIENCE Myanmar national Secondary school diploma; University Degree in Business Administration or related fields a distinct advantage Minimum of four years related work experience Work experience with international humanitarian organizations, non government or government institutions/organization in a multi cultural setting is an advantage Team work oriented, capacity to work independently; personal commitment, efficiency, flexibility, experience in working effectively and harmoniously with colleagues from varied cultures and professional backgrounds at all levels Demonstrated ability to work well under pressure and to keep deadlines Proven drive for effective human resource management Excellent communication and negotiation skills VI. LANGUAGES Required Proficiency in spoken and written Myanmar and English required Advantageous N/A 4

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