Procurement Assistant

Open to Internal and External Candidates
VN 2018/12 (GS-HCMC)

Position Title    :    Procurement Assistant
Duty Station    :    HCMC, Vietnam
Classification    :    General Service Staff, Grade 4
Type of Appointment    :    Fixed term, one year with possibility of extension
Estimated Start Date    :    As soon as possible
Closing Date      :    November 28, 2018

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. Internal candidates should meet the minimum of time in post requirement of six months or more.

Context:

Under the overall guidance of the Head of Office (HoO) and the direct supervision of the Head of Administration, the Procurement Assistant will be mainly responsible for all procurement services to IOM offices at 1B Pham Ngoc Thach and the Canada Visa Application Centre.

Core Functions / Responsibilities:

In charge of procurement including procedures and compliance to IOM’s rules and requirements

• Collect all procurement requisitions (PR) from all units/staff to proceed with relevant verifications and check necessity: vendors, prices, offers, bids, identification of goods/assets, etc.);
• Conduct analysis regarding specification, price, quality, availability in the market, undertake bid analysis according to the procurement rules, processes and prepares procurement orders (PO) with qualified suppliers;
• Verify all related documents, check supporting documents prior doing payments, prepare payment requests;
• Receive and obtain the latest instructions from Prism team in order to comply and do changes immediately whenever applicable;
• Follow up with goods’ maintenance and procedures;
• Apply and make adaptations to the Process Flow Chart whenever needed;  
• Liaise with vendors for arrangement of Long Term Agreements (LTA);
• Keep track of the inventory of offices’ assets and property: bar code, inventory list, asset acquisition, tracking, change status, retirements, etc.;
• Coordinate with administrative colleagues for any tasks related to Insurances of IOM properties; follow up actions of claiming if any losses or risks happening to IOM properties.
• Any other duties as may be assigned.

Required Qualifications and Experience

• Vietnamese national;
• Bachelor Degree with two year working experience or High School Degree with four year working experience in procurement and administration;
• Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint;
• Previous work experience in international organizations and companies would be an advantage;
• Have knowledge and experience in SAP is an advantage.

Languages

• Fluency in English and Vietnamese is required.

Required Competencies

Behavioural

• Accountability- accept and give constructive criticism, follow all relevant procedures, processes, and policies, meets deadline, cost, and quality requirements for outputs
• Client Orientation- identify the immediate and peripheral clients of own work, establish and maintain effective working relationships with clients
• Continuous Learning- contribute to colleagues' learning, demonstrate interest in improving relevant skills
• Communication – actively share relevant information, clearly communicate, and listen to feedback on, changing priorities and procedures
• Creativity and Initiative- proactively develop new ways to resolve problems
• Leadership and Negotiation - convince others to share resources, present goals as shared interests
• Performance Management - provide constructive feedback to colleagues, provide fair, accurate, timely, and constructive staff evaluations
• Planning and Organizing - set clear and achievable goals consistent with agreed priorities for self, and others, identify priority activities and assignments for self and others
• Professionalism - master subject matter related to responsibilities, identify issues, opportunities, and risks central to responsibilities
• Teamwork - actively contribute to an effective, collegial, and agreeable team Environment, contributes to, and follow team objectives
• Technological Awareness- learn about developments in available technology, proactively identifies and advocates for cost-efficient technology solutions

How to apply:

All interested candidates should download and complete an IOM Personal History Form from the IOM Viet Nam website at www.iom.int.vn 

Completed applications, including IOM Personal History Form, application letter, and copies of diplomas and certificates, recommendation letters, etc. may be delivered to the IOM Sub-Office in Ho Chi Minh City at 1B Pham Ngoc Thach, District 1, or submitted electronically to [email protected].  

Posting period:

From 14.11.2018 to 28.11.2018