Associate Procurement Officer (P) - Expedited Recruitment, Chuuk

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration.

This is an expedited recruitment process, open for applications from internal and internal-equivalent candidates only.

Organizational Context and Scope

Under the overall supervision of the Head of Resource Management in Pohnpei and the direct supervision of the Supply Chain Officer in Chuuk, and in close coordination with the relevant units, as well as the Global Procurement Supply Unit (GPSU) at the Global Shared Services Centre, the Associate Procurement Officer is responsible for carrying out straightforward and well-defined procurement activities in accordance with instructions, regulations, and rules governing IOM's management of resources related to procurement in the Mission.

Responsibilities

1. Liaise with the main office in Pohnpei and perform initial cost/price analysis as well as pre-award surveys. Prepare background information on procurement consolidation to support completeness prior to the initiation of contractual conditions.
2. Monitor Procurement Planning to ensure alignment with project timelines and budgets, follow up on procurement needs, and ensure timely delivery of goods and services in accordance with organizational requirements.
3. Support bidding and quotation processes, evaluate and select suppliers, and confirm payment terms. Ensure all procurement transactions comply with organizational requirements; prepare purchase orders and contracts; obtain authorization from the Chief of Mission (CoM); and ensure adherence to the Delegation of Authority (DoA) matrix.
4. Maintain and update the vendor and contractor database to ensure a reliable pool of service providers for the Sub-Office. Keep accurate and current records of suppliers for Non-Food Items (NFIs), Reverse Osmosis systems, building materials, and logistics/shipping companies to support ongoing projects and emergency response needs.
5. Review purchase requests to verify completeness and adequacy of information, including specifications, quantities, methods of delivery, and timelines, and communicate with requisitioning staff to clarify information as necessary.
6. Study sources of supply, request quotations from selected sources, examine submitted cost estimates to ensure reasonableness of prices and adequacy of presentations. Make recommendations on the method to be used in the selection of the contractor and firms to be invited to submit bids and proposals.
7. Determine availability of funds, perform financial calculations or currency conversions, and take necessary actions to resolve funding problems. Ensure receipts are collected when payment is conducted in cash.
8. Record and track the procurement and logistical needs of the Mission. Ensure follow-up action on contract award and Purchase Order (PO) status.
9. Update the tracking system for supplies, tools, and equipment. Ensure proper tagging of project assets and update the inventory list.
10. Upon receipt of goods or completion of services, support monitoring contractor performance and assist in verifying compliance with contractual terms to facilitate certification and payment processing.
12. Perform such other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Master’s Degree in Business Administration, Management, Logistics, Procurement, or a related field from an accredited academic institution; or,
• University degree in the above fields with two years of relevant professional experience.
• Certification in Procurement, Logistics, or Supply Chain management is an advantage.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in procurement and logistics at an international level;
• Experience working on complex projects, specifically meeting timelines;
• Previous work experience in international organizations and/or companies is an advantage; and,
• Experience in the Pacific is a requirement.

Skills

• Demonstrated knowledge of information technology;
• Demonstrated ability to prepare clear and concise reports as well as analyse and interpret sources of information and data;
• Proficient in Microsoft Office applications, especially Excel, Word, and PowerPoint; and,
• Knowledge of and experience using Oracle is an advantage.

Languages

For this position, fluency in English is required (oral and written).

Working knowledge of another official UN languages (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

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 five 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.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators Level 2

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action-oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

Internationally recruited professional staff are required to be mobile. Please refer to this link for guidance on IOM Job Category. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to all clearances, including medical and security, as well as accreditation, and any residency or visa requirements. Vacancies close at 23:59 local time in Geneva, Switzerland on the respective closing date. No late applications will be accepted.

IOM is committed to promote the protection and safeguarding of all children.

Candidates are expected to uphold these standards and principles at all times.

IOM does not charge any fees at any stage of the recruitment process—whether for application, interview, processing, training, or otherwise—and does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM WAVE system (for internal candidates, link here). The online tool also allows candidates to track the status of their application. Only shortlisted candidates will be contacted. For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies.

Carry out all duties in compliance with IOM's policies and procedures, including those related to prevention of sexual exploitation and abuse and the promotion of a respectful work environment.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, harassment, sexual harassment, abuse of authority and any forms of discrimination.

IOM conducts reference checks and background verification, including through system-wide databases such as ClearCheck, to help ensure that candidates have no record of misconduct, including on sexual harassment, sexual exploitation and abuse, or fraud.