GENEL NİTELİKLER VE İŞ TANIMI
Vacancy Notice Number:
SVN#TR/2020/117 – re-advertised
IT Procurement Assistant
6 months Special Short-Term Ungraded Contract (UG) – with possible extension
Deadline of Applications:
26 August 2020
Number of Vacant Positions:
Under the overall guidance of the Chief of Mission, administrative supervision of the Senior Logistics / Procurement Officer in Ankara and the technical direct supervision of the National Logistics / Procurement Officer in Ankara, the incumbent of this post will be responsible the following tasks:
Major Duties and Responsibilities:
1- Assist in the implementation and monitoring aspects related to procurement needs to support IOM’s humanitarian activities including organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, and equipment up-grading.
2- Liaise with the National Logistics and Procurement Officer for consolidating IT procurement requests and requirements.
3- Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBS/s and the final authorization of the programme and CoM or his designated officer.
4- Assist in creating and producing technical documents for tenders and request for proposals/quotations related to any IT requirements whether for the IOM usage and/or the beneficiaries, such as hardware, software, websites, databases, etc.
5- Identify vendors and participate in evaluation of them against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation.
6- Assist in collecting quotations/proposals and prepare the bids analysis summary for the senior management’s evaluation and endorsement.
7- Assist in finalizing the negotiations of the IT deals/contracts, technically and commercially for the best interest of IOM, it’s beneficiaries and mandate.
8- Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into PRISM FI accurately and timely; properly capture all procurement requests and commitments in the system.
9- Monitor and track the implementation progress of the IT systems and/or networks, etc, being contracted and performed whether for the IOM usage and/or the beneficiaries and present regular progress reports.
10- Make sure to get a suitable delivery period which meets the projects implementation schedule.
11- Follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
12- Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
13- Perform quality assurance checks, examinations, and tests to all the IT systems and/or networks, etc, to maximize utilization and ensure client satisfactions.
14- Register all the newly procured assets in PRISM and assign respective Assets Master Numbers.
15- Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.
16- Support with submitting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
17- Archiving system update and management with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, POs, contracts, etc.
18- Conducting outdoor activities when necessary for checking prices, collecting bids, shopping with cash, handing over the commodities to the beneficiaries, etc.
19- Keep abreast of the latest IT standards and technologies that can serve IOM and its programs.
20- Assist with the annual physical stock count of IOM assets in all offices.
21- When required, drive IOM vehicle for official/authorized business either for transporting IOM staff members and/or due to other type of service (visiting the market, government entities, airport, customs, vehicles service and registration, etc) as per the authorized routing following the UNDSS/SSU rules and regulations, and as advised by the Senior Logistics Officer.
22- Undertake any other duties within the incumbent’s capabilities that might be assigned.
Required Qualifications and Experience:
- Bachelor’s degree in business administration, Logistics,supply chain management, or any other related fields with at least three years of relevant professional experience, or;
- High school degree with at least five years of relevant professional experience.
- Fluency in English and Turkish is required.
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, accreditation, any residency or visa requirements, and security clearances.
Only candidates residing in either the country of the duty station or from a location in a neighbouring 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 neighbouring country located within commuting distance, and work permit, as applicable.
Please be advised that female candidates are highly encouraged and that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Turkey will be considered.
How to Apply:
Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail by the end of26 August 2020.