Procurement Assistant
      • Application deadline
        21.10.2016 Active Closed
      • Starting date
        21.10.2016
      • Type of contract
        Special Short-term Contract
      • Language required
        Fluency in English, Ukrainian and Russian is required
      • Expected duration of assignment
        9 month with possibility of extension
      Subject

      Open to Internal and External Candidates

      Duty Station : Odesa, Ukraine
                              Classification : General Service Staff, Ungraded (€ 1,200 per month, payments shall be done in Ukrainian Hryvnia at the United Nation operational rates of exchange at the month of payment)

       

      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. 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 is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

       

      Context:

       Under the direct supervision of the National Procurement and Logistics Officer with overall supervision from the Chief of Administration (CoA) the successful candidate will be responsible and accountable for provision of transparent and efficient procurement services, including fleet management and other administrative processes in the European Union Border Assistance Mission to Moldova and Ukraine (EUBAM).

      Core Functions / Responsibilities:

      1. Ensure full compliance of procurement activities with the IOM’s regulations and procedures.
      1. Implement of the effective internal control, proper functioning of a client-oriented procurement management system.
      1. Assist in organizing procurement and logistics processes including preparation and conduct of request for quotation, receipt of quotations, bids or proposals, their evaluation, negotiation the contracts in full compliance with the IOM’s requirements and procedures.
      1. Receive, inspect, verify and tag all incoming equipment, furniture and supplies and schedule deliveries to end users. Collect information on assets management, maintain the records and files on assets management, code and report about the results.
      1. Conduct annual physical inventory to ensure accuracy of records and location of property, submit reports and other documents for assets disposal or transfer etc. Manage the storage facilities, monitors stock levels; ensure proper allocation of assets in EUBAM.
      1. Provide procurement and logistics services for EUBAM conferences, events, workshops etc.
      1. Ensure effective supervision of maintenance of the building and cleaning process in EUBAM HQ.
      1. Prepare various statistics and administrative reports, including fuel report and follow up on a reimbursement scheme. Administrate relevant PRISM modules.
      1. Provide administrative and logistical support in facilitating shipment and customs/brokerage related processes.
      1. Update the roster/s of suppliers, implementation of supplier selection and evaluation. Maintain and regularly update the contract, procurement and administrative hard copies and electronic data bases.
      1. Contribute to implementation of the internal control system; report any identified weaknesses, and suggest remedial action(s).
      1. In collaboration with the Senior Driver submit to the National Procurement and Logistics Officer the daily/weekly plan of work for drivers and corresponding vehicles distribution. In collaboration with the Senior Driver develop vehicle maintenance plan and follow up on the repair process. Monitor the work of the drivers at EUBAM HQ and assign the day-to-day movements.
      1. Perform such other relevant duties as may be assigned.

       

      Required Qualifications and Experience

       Education

      Bachelor’s degree from an accredited academic institution in Economics, Procurement, Finance, Business Management/Administration, Logistics or related disciplines.

      Experience

      • At least three years of working experience in procurement, finance, administration or related fields;
      • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web based management systems;
      • Previous work experience with IOM or UN common system is an advantage;
      • Proven knowledge of the PRISM ERP will be an essential asset;
      • Valid driver’s license of at least category B will be an asset.

       

      Languages

      Fluency in English, Ukrainian and Russian is required.

      Required Competencies

       The incumbent is expected to demonstrate the following competencies:

       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;
      • Keeps clients informed of developments.

       

      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

      • Actively seeks new ways of improving programmes or services;
      • Expands responsibilities without interfering with existing ones;
      • Persuades others to consider new ideas;
      • Proactively develops new ways to resolve problems.

       

      Leadership and Negotiation

      • Convinces others to share resources;
      • Actively identifies opportunities for and promotes organizational change;
      • Presents goals as shared interests;
      • Articulates vision to motivate colleagues and follow through.

       

      Performance Management

      • Provides constructive feedback to colleagues;
      • Identifies ways for their staff to develop their abilities and careers;
      • Provides fair, accurate, timely, and constructive staff evaluations;
      • Uses staff evaluations appropriately in recruitment and other relevant HR procedures;
      • Holds directly reporting managers accountable for providing fair, accurate, and constructive staff evaluations.

       

      Planning and Organizing

      • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services;
      • 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;
      • Adjusts priorities and plans to achieve goals;
      • Allocates appropriate times and resources for own work and that of team members.

       

      Professionalism

      • Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
      • 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;
      • Effectively applies knowledge of migration issues within organizational context;
      • Correctly frames migration issues within their regional, global, and political context;
      • 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;
      • 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

       

      Resource Mobilization

      • Establishes realistic resource requirements to meet IOM needs

       

      Other

      Any offer made to the candidate in relation to this special vacancy notice is subject to funding confirmation.

      Appointment will be subject to certification that the candidate is medically fit for appointment and security clearances.

      A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

      How to apply:

      Interested candidates are invited to submit their applications on IOM Personal History Form (http://iom.org.ua/en/personal_history or iom.org.ua/sites/default/files/personal_history_form_0.xls) to iomkiev@iom.int  by 21 October 2016 at the latest, referring to this advertisement in the subject line of your message.

      Only shortlisted candidates will be contacted.

      Open vacancies
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      • Who we are?

        The European Union Border Assistance Mission to Moldova and Ukraine (EUBAM) was launched in 2005. The legal basis for EUBAM is the Memorandum of Understanding signed by the European Commission and the Governments of Moldova and Ukraine on 7 October 2005.

        The current Mission’s mandate is valid until 30 November 2020.

        EUBAM promotes border control, customs and trade norms and practices that meet European Union standards, and serve the needs of its two partner countries.

      • What we do?

        The Mission works with Moldova and Ukraine to harmonise border control, and customs and trade standards and procedures with those in EU Member States. It helps to improve cross-border cooperation between the border guard and customs agencies and other law enforcement bodies and to facilitate international coordinated cooperation. EUBAM assists Moldova and Ukraine to fulfil the obligations of the Deep and Comprehensive Free Trade Area (DCFTA), which both countries signed as part of their Association Agreements with the EU. It also contributes to the peaceful settlement of the Transnistrian conflict through confidence building measures and as a monitoring presence at the Transnistrian segment of the Moldova-Ukraine border.

      • Where we work?

        The Republic of Moldova-Ukraine state border is 1,222 km long, consisting of 955 km of “green” (land) border and 267 km of “blue” (river) border.

        The Mission is headquartered in Odesa (Ukraine) with two country offices (in Chisinau – the Republic of Moldova and in Odesa – Ukraine) and six field offices in its area of operation – three on the Moldovan side of the common border and three on the Ukrainian side.

        There are 67 border crossing points along the Moldovan-Ukrainian border, including 25 at the central (Transnistrian) segment.

        The administrative boundary line between the two banks of the Nistru river is 411 km long. Nine customs posts are located along it, within which MDCS representatives perform the customs control duties, supported by MoIA representatives. Six BMA subdivisions, in which foreigners can voluntarily register or de-register, are also located on the boundary line.