ThaiNGO

Open to Internal and External Candidates

Position Title               :  Supply Chain and Logistics Assistant

Duty Station                :  Bangkok, Thailand

Classification              :  General Service (G-5, THB 74,905.75 per month)

Type of Appointment  :  One Year Fixed-Term Contract

                                     Initial 12 months with possibility of extension

Desired Start Date      :  As soon as possible

Closing Date               :  5 July 2023

Reference Code          :  VN042/2023

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.

1.ORGANIZATIONAL CONTEXT AND SCOPE:

Under the general guidance and overall supervision of the Head of Resources Management and National Resources Management Officer (NRMO), and direct supervision of the Senior Supply Chain Management Assistant, the incumbent will be responsible for carrying out the supply chain management functions in the IOM Thailand country office.

2.RESPONSIBILITIES AND ACCOUNTABILITIES:

The successful candidate will have the following duties and responsibilities:

• Provide procurement, logistical and administrative support to the supply chain unit in the acquisition of a wide variety of goods, works and services requests.
• Reviews, records, updates status and prioritizes the purchase requests assigned and obtain additional information/documentation as required; determine the availability of vendors and appropriate procurement sourcing method.
• Identify and recommend sources of procurement including register of awarded vendor/suppliers to IOM vendor system.
• Assist the Senior Supply Chain Management Assistant to prepare and publish tender documents (e.g., Expression of Interest, Requests for Quotation, Invitation to Bids and Requests for Proposals and) and Request for Information based on the nature of requirements and procurement value involved, when needed.
• Prepare abstracts of offers and compile data contained in quotations, proposals, and bids evaluation, if applicable to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible, and under the guidance of supervisor.
• Raise purchase orders, assist in drafting procurement contracts, statement of awards for approval by the authorized approver or delegated in accordance with the internal established guideline and ensure that data is correctly entered, and stipulations prescribed in the Procurement Manual and relevant Instructions are followed.
• Ensure that procurement activities comply with IOM Procurement rules and regulations.
• Maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/ commodities/equipment delivery to the right destination.
• Verify receipts/invoices and inspection of deliverables and accurately reports against the purchase order/contract, as and if required.
• Assist the Senior Supply Chain Management Assistant to identified issues/problems related to delivered of goods/services, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received. Bring to attention/seek guidance from supervisor, if needed.
• Ensure procurement filing system is well maintained and timely upload of applicable procurement documents to the e-Fling system following the naming convention guideline.
• Monitor purchase requests, purchase orders and contracts including follow up actions for timely delivery of goods, works and services. Update/amend procurement timeline as appropriated.
• Perform such other duties as may be assigned.

3.QUALIFICATIONS AND EXPERIENCE

EDUCATION

• High school diploma with five years of relevant experience; or,

• Bachelor’s degree in business administration, Supply Chain Management, Logistics, Accounting, or any related field from an accredited academic institution with three years of relevant professional experience; or
• Training, diploma certificate on supply chain, procurement (at least CIPS 2 or similar) and logistics will be a distinct advantage.

EXPERIENCE

• Professional experience in public procurement and logistics.
• Contract management oversight, including draft contract, review and advisory is desirable.
• Proficiency in MS office applications, SAP and/or ERP and knowledge of other applications such as Power BI, spreadsheet will be desirable.
• Excellent communications, teamwork, and organizational skills with ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

SKILLS

• Knowledge of UN and bilateral donor programming.
• In depth knowledge of the broad range of migration related subject areas dealt with

by the Organization

• Knowledge of procurement, asset management, contract review and

administration, financial rules and regulations.

4.LANGUAGES

• Fluency in English and Thai (oral and written) is required.

5.DESIRABLE COMPETENCIES:

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: demonstrates willingness to take a stand on issues of importance.
• Empathy: shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level 1

• Teamwork: Establishes strong relationships with colleagues and partners; relates well to people at all levels.
• Delivering results: Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
• Managing and sharing knowledge: Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
• Accountability: Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
• Communication: Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.

Other

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

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications to the IOM Bangkok Human Resources Unit at e-mail bkkrecruitment@iom.int by July 5, 2023 at the latest.

Kindly indicate the reference code VN042/2023 followed by your full name in the subject line.

Applications should include:

a) a cover letter, indicating the dates of availability;

b) a curriculum vitae;

c) a duly completed IOM Personal History Form which can be downloaded from https://thailand.iom.int/sites/g/files/tmzbdl1371/files/Vacancies/Form/iom-personal-history-form-270122.xls.

Only shortlisted candidates will be contacted.

Posting period: From 21.06.2023 to 05.07.2023