IOM is looking for Procurement Assistant (G-4) according to the Terms of Reference below.

Interested
applicants are invited to apply by 29 February 2024 at the latest, referring to the vacancy notice ref. code
on the e-mail subject header.

OPEN TO INTERNAL & EXTERNAL CANDIDATES

Reference Procurement Assistant

SVN-07/2024/S-BD1 Position Title:
Code:
Estimated Starting
Duty Station: Dhaka, Bangladesh As soon as possible
Date:
Classification: G-4 (UN Salary Scale) Type of Appointment: Special Short Term

Unit: Resources Management Unit

General Functions:

Under the overall supervision of the Resource Management officer (RMO) in IOM Dhaka and direct
supervision of the National Procurement and Logistic Officer; and, in collaboration with relevant units at
Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable
for administrative and logistics functions. The incumbent will be requested to perform the following duties
and responsibilities:

Responsibilities and Accountabilities:

Procurement :

1. Receive and consolidate all procurement requisition forms; verify they have all the required
information and comply with the Purchase Authorization Matrix and other office instructions and
obtain any necessary additional information
2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary,
bids Evaluation and Notice of Award and share it with the relevant stakeholders.
3. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the
relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
4. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon
delivery, coordinate with the receiving unit to obtain satisfactory delivery notes and process timely
payment of the vendor
5. Maintain physical and electronic records of all documentation through the procurement cycle in
accordance with IOM instructions and procedures; retrieve and present information from the
system and support preparation of periodic reports.
6.
7. Maintain proper documentation of all procurement transactions and manage corresponding
procurement/logistics files.
8. Coordinate with Finance Department/Vendor on logistics/procurement related issues Maintain
supplier and inventory databases.
9. Draft long term Agreement for required goods and services as assigned and assists the other
procurement and logistics colleagues.
10. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor
office supplies and service and prepare requisitions when required and coordinate with Finance
Unit the payment of utilities invoices

IOM is an equal opportunity employer and women are encouraged to apply.

IOM Offices and vehicles have smoke-free work environment.
 11. Conduct market surveys to identify potential new suppliers/service providers; participate in their
evaluation regarding quality, prices and services in line with the organization’s best interests
12. Provide technical information to all staff in the office on procurement related instructions and
procedures.
13. Assist procurement and logistic officer and RMO in implementation of effective internal controls
and maintain the functioning of a client-oriented procurement management system.

Logistics:

14. Perform logistics tasks related to property and asset management, warehousing, insurance
coverage, maintenance, and transportation
15. Support the organization of meetings, workshops and trainings.
16. Prepare periodic activity report and track all Purchase Request Forms (PRFs) for RMU & Mission
17. Any other duty within the incumbent’s capabilities as assigned by the supervisor.

Education, Experience, Skills and Language:

• Bachelor’s Degree in business administration/ Computer Science/ Social Science/Economics or
equivalent degree preferably in Commerce/Science background with two year of relevant
experience. Or;
• High school diploma with four years of relevant professional experience;
• Minimum two Years of Experience in Procurement or Logistics functions with UN/International
NGO/development Organization/Multinational Companies etc.;
• Experience working with international cooperation and international humanitarian organizations
will be an advantage;
• Experience working within a team of colleagues from diverse cultures and professional
backgrounds;
• Proficient in computer applications including SAP /Oracle or other professional software;
• Certification in Procurement, Logistics or Supply Chain Management is an advantage;
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an
advantage;
• Excellent communication and negotiation skills;
• Demonstrated ability to work well under pressure and to keep deadlines;
• In depth knowledge of the broad range of migration related subject areas dealt with by the
Organization; and,
• Ability to work in a team, and establish effective working relations with persons of different
national and cultural backgrounds;
• Ability to maintain accurate records of activities in line with compliance standards to increase ease
of response to basic audit queries;
• Knowledge of Administrative rules and regulations;
• Flexibility to work in an environment with strict deadlines and changing operational priorities
• Strong communication skills and ability to draft clearly and concisely;
• Excellent organizational skills;
• Fluency in English and Bangla is required (oral and written);

Method of Application:

External candidates:

Send the application to IOMBangladeshJobs_External@iom.int ; the subject line should mention the
reference code SVN-07/2024/S-BD1; Procurement Assistant (G-4). The following documents must be
attached:

(i) Application Letter/Cover Letter

(ii) Curriculum Vitae
(iii) Personal History Form (PHF) which can be downloaded from the IOM Dhaka website:
https://bangladesh.iom.int
IOM is an equal opportunity employer and women are encouraged to apply.
IOM Offices and vehicles have smoke-free work environment.
(iv) Scan copy of Photo

Internal candidates:

The PERN must be indicated in the Personal History Form (PHF) for the reviewer to determine that it
is an internal application.

Applications are sent to IOMBangladeshJobs_Internal@iom.int; the subject line should mention the
reference code SVN-07/2024/S-BD1; Procurement Assistant (G-4). The following documents must be
attached:

(v) Application Letter/Cover Letter

(vi) Curriculum Vitae
(vii) Personal History Form (PHF) which can be downloaded from the IOM Dhaka website:
https://bangladesh.iom.int
(viii) Scan copy of Photo

APPLICATION WITHOUT PROPER REFERENCE CODE MENTIONED ABOVE AND INCOMPLETE

APPLICATION WILL BE DISREGARDED

Any attempt for persuasion will be considered as a disqualification.

Due to volume of applications received, only short-listed candidates will be called for further
assessment. Note for internal candidates:
with refer to IN233 and Clause 7.5 of IOM Recruitment Policy:
Staff members selected for a VN/SVN in his or her same category at one grade higher than his or her personal
grade shall be appointed at the advertised grade. A staff member selected for a VN/SVN to a position which is
two grades higher than the staff member’s current grade, will be appointed at the interim grade, and six
months later at the higher grade.

IOM is an equal opportunity employer and women are encouraged to apply.

IOM Offices and vehicles have smoke-free work environment.