Procurement and Logistics Associate (UN Common Premises)

The Procurement and Logistics Associate contributes to efficient work of the common services system and supports the execution of transparent and efficient procurement services and processes, including the administration and execution of processes and transactions promoting high quality and accuracy of work.

• Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the IOM Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
• Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit (committee); may participate in the evaluation process and provide technical inputs.
• Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and request the required authorizations with management committee.
• 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.
• Organize supply and re-supply for common commodities with IOM supply contractors (LTA’s), follow up with the contractors as necessary, receive, inspect and verify all incoming supplies.
• Review vendor invoices prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
• Provide inputs on administrative and logistic systems and implementation of the internal standard operating procedures (SOPs).
• Monitor that all administrative and procurement activities are conducted in full compliance with IOM rules, regulations, policies, and strategies.
• Monitor office premises and related common services LTAs.
• Assist in the organization and control of the distribution of space in the office common premises, the corridor and other in-door and out-door common areas as necessary.
• Participate in the preparation of the annual budget and quarterly expense reports for common premises in cooperation with IOM team and UN agencies.
• Liaise with landlord and office service providers verifying that all contractual obligations are met in a timely manner.
• Coordinate with ICT unit the logistics arrangements of related communication requirements and common equipment.
• Arrange for maintenance of the common share area and minor repairs, as necessary, in coordination with the IOM team and Management Committee.
• Receive, inspect and verifiy all incoming equipment and furniture in common use.
• Support the annual physical inventory verification exercise by checking the accuracy of records and location of Common inventory/property.
• Provide operative inputs to the fleet policies and procedures.
• Attend meetings with UN agencies and external service providers and verify that the management, monitoring, review, evaluation, and assessment of outsourced Common Premises Services, comply with the MOU concerning the Occupancy and Use of the UN Common Premises.
• Facilitate collaborative arrangements with the UN agencies and organize any repairs, remodeling and renovation work to be done with respect to the Common Premises, offices, including any offices not allocated to an agency, if such work affects the building.
• Create and maintain a filing system for common premises related materials.
• Perform other related functions as required.