Senior Procurement and Logistics Associate

Organizational Context and Scope :

Under the overall supervision of the Chief of Mission (CoM) and Head of Resources Management (HRM) and direct supervision of the Senior Procurement and Logistics Coordinator; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for managing the resources management functions in Country Office, Islamabad, Pakistan.

Responsibilities and Accountabilities:

• Update the Asset Master Record (AMR) in PRISM including the all-asset details.
• Maintain close coordination with Logistics and ICT department for asset management.
• Process the transfer of assets from one mission to another mission and maintaining transfer record.
• Responsible for preparing donation acceptance form (DAF) with coordination of related department and retirement of beneficiary assets.
• Responsible for the processing and retirement of IOM assets after approval from CAS.
• Responsible for asset creation, deletion, and blocking.
• Keep close coordination with Sub offices to maintain/update those assets which are directly delivered to sub offices.
• Responsible for annual stock take and physical verification of the assets at Islamabad and sub offices.
• Responsible for preparing the physical inventory report and submit it to CAS.
• Ensure submission of Warehouse year-end physical count list with GPSU.
• Responsible for preparing, filling, and keeping record of Asset assignment form (AAF) and updating in PRISM.
• Arrangement and documentation for the auction of obsolete and damaged assets.
• Responsible for the scanning of assets using MAIA (Mobile Asset Inventory Application) and print out MAIA QR code label through ZABC and label the item.
• Manage and track those assets from the time they are received until disposal.
• Register / tag /label all assets on arrival, including updating PRISM (ensuring that all assets created in PRISM are properly acquired and blocked in the system upon acquisition).
• Follow-up all procedures related to assets management and tracking including transfer and disposal of assets.
• Perform physical Year End Assets Verification within the sub offices and main office.
• Maintain close coordination with CAS and PCST regarding assets related issue.
• Responsible for Insurance of IOM assets at Islamabad and sub offices.
• Keep close coordination with Insurance company to include newly purchased assets.
• Upload Insurance premium payment in OIPA.
• Keep close coordination with Insurance company for insurance claims.
• Process stationery requests received from different departments and coordinate with vendor for the delivery.
• Responsible to handle Pak Bids Account
• Responsible for compiling all bids received on Pak Bids and forwarding all compile bids to concerned person for evaluation maintaining the secrecy of bidding process.
• Coordinate with vendors for any deficiency discrepancy of submitted bids.
• Process of PRs assigned to me by supervisor and preparing bid analysis summary (BAS).
• Prepare and process RFQS which are assigned to me by supervisor.
• Conduct preliminary and technical evaluation of the bids related to electric equipment/ work.
• Support transport supervison duties in the absence of the staff in charge.
• Research and suggest solutions for electrical problems of generators and other electrical appliances.
• And any other task signed by Supervisor.

Required Qualifications and Experience :

Education :

• University degree in Business Administration, Management, Logistics, Procurement or a related field from an accredited academic institution with four years of relevant professional experience.; or
• Completed High School degree from an accredited academic institution, with six years of relevant professional experience;
• Certified training on supply chain management, an advantage.

Experience :

• Experience preferably in supply chain management of which one year in IOM or any UN system or any international organization will be an advantage;
• Experience in procurement in international and or government process;
• High proficiency in SAP system, MS office applications such as Word and specially in Excel;
• Knowledge of other applications such as Power Point and Visio an advantage.

Skills :

• Knowledge of the Procurement methods and process
• Sound knowledge of reporting and MS Excel
• Working knowledge of SAP or other ERP system
• In depth knowledge local market
• Excellent negotiation and communication skills.

Languages:

Required :

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

Desirable :

• Knowledge of other provincial languages is an asset.

Only short-listed candidates who is matching required criteria for the position will be contacted by IOM.

IOM provides equal opportunity to all qualified female and male including the physically challenged candidates.