Junior Procurement & Logistics Assistant

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.
 Context 

Under the overall supervision of the Head of Resource Management Unit of IOM Sri Lanka & Maldives and the direct supervision of the Senior Procurement & Logistics Assistant / Head of Procurement & Logistics Unit, the successful candidate will be responsible and accountable for the following duties:

1. Assisting with bids collection and purchasing of materials, equipment, and services based on established procurement procedures by ensuring proper tracking and timely delivery. 

2. Issuing GRN & SRN, collect the approval and process the payment to the vendors and follow-up with the relevant parties until transfer the fund and keep records. 

   3.         Monitor the office supplies & stationary inventory, issue the stock item, maintain the records and maintain the average stock levles.            

   4.         Create the vendors, upload changes of the vendors and evaluate the vendors periodically. 

   5.         Assist Asset controller to maintain fixed assets registry for all IOM office in Sri Lanka, ensure that it is updated on a regular basis and record all relevant information in relation to the use and return of any fixed asset borrowed by the staff. 

   6.         Maintain an office supplies registry and conduct regular stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner. 

   📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

   ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

   7.         Assisting with logistics services including maintenance of building, maintenance of IOM vehicles and repair of IOM assets

   8.         Assisting with vehicles status, fuel consumption reports and checking vehicle log book. 

   9.         Assisting with booking of hotels and venues for staff on TDY stay, meetings, trainings and workshops. 

   10.        Coordinating with Finance departments on logistics/procurement related issues.

   11.        Undertake other duties that may be assigned from time to time which are commensurate to the position. Education

   • Bachelor’s Degree in Supply Chain, Logistics, Business Management or related field from an accredited acedimc institution with 1 year of professional experience
   • High School Diploma with 3 years of relevant professional experience
   • Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience
     • Previous experience in engaging in procurement and logistics related tasks.
     • Experience in working in a multicultural work setting is desired.
     • Previous experience in working with vendors will be advantageous.Skills

       • Strong analytical, Interpersonal and communication skills.

       • Relationship management, Time management and negotiation skills.

       • Knowledge of the procurement guidelines and ethicsLanguages

         • fluency in English is required (oral and written) and Working Knowledge of Sinhala/TamilIOM’s official languages are English, French and Spanish.Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments. Required Competencies IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process. Values - all IOM staff members must abide by and demonstrate these three values:
         • Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
       • 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.
3. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.Core Competencies – behavioural indicators
4. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.