IOM Global Corner:

2020-04-22

TMO Vilniaus biuras ieško komandos papildymo

VACANCY LT10-2020-09

 

Open to Internal and External Candidates

 

                    Position Title

:

Procurement and administrative support specialist

                          Duty Station

:

Vilnius, Lithuania

                        Classification

:

General Service Staff, Grade G-6

            Type of Appointment

:

Special Short Term, nine months with possibility of extension

        Estimated Start Date

:

As soon as possible


                    Closing Date 

:

31.05.2020


 
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

 IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

 Under the direct supervision of the Head of Unit and the Resource Management Officer (RMO) and overall guidance of the Head of IOM (HoO) Vilnius office, the incumbent will be responsible and accountable for implementation of procurement and other administrative procedures and project reporting.

  

Core Functions / Responsibilities:

 

1. Initiate, process, monitor and follow-up on actions related to the procurement operations in strict adherence to the ‘Migration Information Center’ project requirements and in accordance with IOM procurement procedure. Organize the filing system of the relevant procurement documentation;

2. Liaise with the Head of Office, RMO and Project managers regarding all procurement and logistics requests and procedures;

3. Track developments and changes in IOM rules which relate to the procurement operations;

4. Issue requests for proposals to reliable suppliers, evaluate bids in close consultation with IOM Global Procurement and Supply Unit (GPSU) and make recommendations to the Project managers, RMO and HoO for finalization of purchases.  This includes preparing technical specifications and liaising with project officers in defining and expressing functional specifications for the office and specific projects;

5. Prepare contracts with suppliers of goods and services and submit for review to HOO/ RMO, assists during endorsement procedure with Legal Department. Monitor the procurement and logistic services, including contracts with suppliers of goods and services and related administration authorities;

6. Maintain Procurement records and Create Purchase Orders and Goods Receipts as required in internal financial management system PRISM;

7. Implement appropriate internal control mechanism to safeguard mission’s assets;  

8.    Assist in project accounting for the assigned project, mainly in monitoring and overseeing the financial expenditures of the projects, ensure avoidance of overspendings;

9.    Prepare quarterly project budget expenditure reports and propose adjustments as necessary. Draft donor financial reports adhering to the strict reporting deadlines required by donor(s) and IOM regulations and guidelines;

10.  Assist in preparation of the budget for new projects;

11.  Participate and/ or assist in project implementation activities for the MIC project; 

12. Attends official meetings, appointments and duty travel;

13.  Perform such other duties as may be assigned by the Head of Office and the RMO.

Required Qualifications and Experience

 

Education

·       University Degree (BA or equivalent) from an accredited academic institution, preferably in Law, Social sciences, Humanities or related areas with four years of relevant experience.

 

Experience

·      Solid knowledge of procurement procedures and contract law;

·      Experience in drafting technical specifications for goods and services;

·      Understanding of the basics of accounting;

·      High level of numeracy, accuracy and attention to details;

·      Ability to analyze problems and recommend solutions;

·      Highly organized with the ability to prove strong written and verbal communication and negotiation skills;

·      Reliable, able to work under pressure and drive for results.

 

 

Languages

Excellent working knowledge of Lithuanian and English. Knowledge of any other language is an asset.

 

Other requirements

 

  • Experience in working with SAP or any other similar software system is an advantage;
  • Experience of working in an International non-profit organization is an asset.

 

Required Competencies

 

Values

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • Integrity and transparency: maintain 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.

 

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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

 

IOM’s competency framework can be found at this link.

 

Other

 

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

 

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

 

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

 

How to apply:

 

Interested candidates are invited to send their CV and motivation letter to iomvilnius@iom.int by Monday, 31 May 2020 at the latest, referring to this advertisement.  

 

Only shortlisted candidates will be contacted.

 

Posting period:

From 22.04.2020 to 31.05.2020