The International Organisation for Migration (IOM) is looking for Procurement Assistant in Chisinau, according to the Terms of Reference below, to start ASAP.

 

Position Title:                Procurement Assistant

Duty Station:                 Chisinau, Moldova

Classification:                Ungraded (€ 1000 per month, payments shall be done in Moldovan Lei

                                    at the UN operational rates of exchange at the month of payment)

Type of Appointment:    Special Contract, with possibility of extension

Organizational unit:       European Union Border Assistance Mission to Moldova and Ukraine

                                    (EUBAM)

 Closing Date:              07 September 2014

Reference code:           SVN 2014/05

 

Core Functions/Responsibilities:

Under the direct supervision of the National Procurement and Logistics Officer, with overall supervision from the Chief of Administration, EUBAM and with technical supervision from the Senior Procurement Specialist in Kyiv and IOM Chisinau RMO, the successful candidate will be responsible and accountable for supporting the execution of transparent and efficient logistics, administrative and overall backstopping services to EUBAM in Moldova.

 

1. With guidance from the National Procurement and Logistics Officer, contribute to full compliance of administrative, procurement and logistics activities with the IOM’s requirements and procedures, implementation of the effective internal control.
2. With support from the National Procurement and Logistics Officer, contribute to all EUBAM procurement and logistics activities in Moldova.
3. Contribute to the preparation of procurement plans for EUBAM-related activities.
4. In coordination with the National Procurement and Logistics Officer, facilitate project audit, monitoring, evaluation, field visits, missions of EUBAM experts from the procurement standpoint. Contribute to implementation of the internal control system and report any identified weaknesses.
5. In collaboration with the senior driver, develop a vehicle maintenance plan and follow up on the repair process, and support proper vehicle management, including vehicle registration.
6. 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 to the National Procurement and Logistics Officer and Senior Procurement Specialist in Kyiv.
7. Conduct annual physical inventory to ensure accuracy of records and location of property, submit reports and other documents for assets disposal or transfer to the National Procurement and Logistics Officer and the Senior Procurement Specialist in Kyiv.
8. Administrate relevant PRISM modules. Support the preparation of various statistical and administrative reports, including fuel reports and follow up with the reimbursement scheme.
9. Update the roster/s of suppliers, implementation of supplier selection and evaluation, as well as maintain and regularly update the contract, procurement and administrative hard copies and electronic data bases.
10. Perform such other relevant duties as may be assigned.

 Desirable Qualifications:

 Education and Experience:

•  Completed advanced university degree from an accredited academic institution preferably in Business Administration, International Relations, Procurement and Logistics or related field;
• Four years of experience in Procurement, Logistics and/or Fleet management, preferably with international organizations;
• Excellent level of computer literacy;
• Good knowledge of SAP/PRISM an advantage.

 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
• Keeps clients informed of developments and setbacks

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 while maintaining 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 follows through with commitments

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, timely, and constructive staff evaluations

 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
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of team members

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
• 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

 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.

 Languages:

 Fluency in English, Romanian and Russian.

 NOTES:

Appointment is subject to funding confirmation

 Method of application:     

 Interested applicants are invited to send their curriculum vitae and cover letter in English to: hrchisinau@iom.int  and vacancies_moldova@eubam.org.

 Please, indicate the position you are applying for and reference code in the subject line of your message.

Closing date for applications is 07 September 2014, however interested candidates are strongly encouraged to apply sooner.

 Only pre-selected candidates will be contacted for interview.

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