Procurement and Lot2 Project Management Officer - ESU

IOM - International Organization for Migration

Procurement and Lot2 Project Management Officer - ESU

IOM - International Organization for Migration

Brussels, Belgium

Duty Station: Regional Office Brussels, Belgium
Classification: National Officer, grade NO-A
Type of Appointment: Fixed Term, one year with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 11 December 2019

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.

Context:

Under the overall guidance of the Regional Director and the direct supervision of the Head of the Election Support Unit, the incumbent will provide specialized assistance in the development of EU Election Observation projects under FWC EuropeAid/136781/DH/SER/Multi Lot 1 and 2, in accordance with the Mission Specific Fee-based service contract and terms of reference as well as IOM internal protocols, procedures and regulations.

When required, the incumbent will also support the development of election support projects outside the scope of the aforementioned FWC.

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.

Core Functions/Responsibilities:

Procurement

1. Conduct and coordinate procurement and logistics tasks within the unit, including property and assets control, supply, service/maintenance, contractual agreements;

2. Analyse procurement requests, identify service providers, and evaluate information regarding vendor's performance in the areas of quality, prices, and delivery of goods in view of the Organization's best interests;

3. Solicit bids, quotations, and tender documents; oversee bidding process and provide support for procurement transactions, analyse them for conformity to specified requirements; conduct appraisals and select suppliers, and confirm terms of payment; prepare purchase orders and ensure receiving authorization by the Chief of Mission;

4. Follow up on purchase orders (PO) status and keep the head of unit abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition;

5. Ensure internal control mechanisms to safe guard the Organizations assets and to prevent fraud are adhered to in the course of EOM operations – in particular in the field - and also ensure that appropriate record is kept on assets disposal, ensure assets are located accordingly and used in IOM's best interest; regularly upgrade inventory list;

6. Manage the strategic stock of the unit and for EU EOM implementation in line with Framework Contract conditions;

7. Propose establishment of stablish Long Term Agreements (LTA) and Framework Agreements for recurring supply of services and/or goods with competent service providers, when it is feasible and determined to be cost effective;

8. Contribute to the development of EU EOM project proposals, particularly in their procurement and operational sections.

EU EOM Fact Finding Missions

9. Perform field assessment missions on the feasibility of implementing the EU Election Observation Mission and compile mission assessment report in order to contribute to the methodology for the logistics & security management system to be put in place during the EOM project;

10. Research and assess/evaluate providers of transportation, accommodation, shipments & custom clearance, telecommunications, local procurement, security matters & medical evacuation in close coordination with the field mission in order to facilitate and speed up procurement process, if IOM is selected;

11. Meet and liaise with the European Union Exploratory Mission members, IOM & UN Mission in the country, as required.

As Lot 2 Project Director

12. Draft technical and financial project proposals, in coordination with respective units of RO Brussels, to respond to EC tenders for Election Exploratory Missions, Election Expert Missions and Election Follow-up Missions (FWC Lot 2). Identify high-level expertise and coordinate the submission process with IOM RO Brussels Resource Management Unit, IOM country missions and IOM HQ departments (TRD, SSU, OHU, etc.);

13. In coordination with the Head of Unit and Project Manager Lot 1, coordinate the recruitment process of experts to be contracted for each project; negotiate consultancy fees and contract conditions, as necessary; issue consultancy contracts and coordinate with IOM’s Legal Department as required;

14. Responsible for the day-to-day management of EC contracts and act as the central point of contact for each individual project assignment;

15. Coordinate with IOM Mission FSO/SFP, SSU and UNDSS country specific security briefings and trainings for IOM personnel upon their arrival;

16. Coordinate and implement administrative, financial and operational aspects of the deployment of specific missions; manage the administrative, contractual, insurance and travel arrangements, in coordination with the EC/FPI Programme Manager;

17. Before the arrival of IOM Expert in the field, and in coordination with IOM field mission resource management officers, follow-up on legal and contractual issues with service providers (for vehicles, security services, etc) and coordinate with IOM relevant departments (particularly LEG);

18. Monitor the services rendered and the performance of the experts implementing the individual assignments, while being available at any time to provide information to the European Commission. To be noted that several assignments may run in parallel;

19. Monitor, in coordination with the project finance officers in Brussels, the project expenditure and ensure that variations per budget line and budget heading are communicated to the EC/FPI in accordance with financial and administrative regulations. Liaise with the relevant EC and non-EC services for contract and budget revisions, planning exercises, changes in the budget lines, as appropriate obtaining the relevant administrative orders or contract amendments. Verify payments related to the mission (salaries, payments of providers etc.) and distribute payslips at the end of the mission;

20. As necessary, participate to meetings, seminars, conferences, de/briefings with the European Commission and other actors involved in electoral support activities and identify possible areas of collaboration;

21. Contribute to ESU’s planning and strategy;

22. Other duties as may be assigned, including support in the management of EU EOMs when required or the replacement of the Head of Unit during absence.

Required Qualifications and Experience

Education

  • Master’s degree in Political or Social Science, International Studies or another related field from an accredited academic institution; or
  • Bachelor’s degree in the above fields with 2 years of relevant professional experience.

Experience

  1. Proven experience in project development and management in international environment;
  2. Excellent knowledge of EU institutions, European Commission contract and financial regulations, especially related to service contracts;
  3. Knowledge of technical and operational aspects of election observation and electoral support;
  4. In-depth knowledge of EC eligibility criteria and tender submission procedures as well as of EC reporting requirements;
  5. Knowledge of IOM-internal project endorsement, processing, activation and internal reporting procedures is an advantage.

Languages

Fluency in English and advanced level in French are required. Knowledge of Spanish an advantage.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences. Encourages diversity and inclusion wherever possible;
  • Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct;
  • Professionalism: demonstrates competence and mastery of subject matter and demonstrates ability to work in a composed, competent and committed manner; exercises careful judgement in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 2

  • Teamwork: develops and promotes effective collaboration within and across teams and units to achieve shared goals and optimize results;
  • Delivering results: produces and delivers quality results in a service-oriented and timely manner and is action oriented and committed to achieving goals; monitors own and other’s work in a systematic and effective way;
  • Managing and sharing knowledge: Continuously seeks to learn and share knowledge and innovate;
  • Accountability: takes ownership for achieving the Organization’s and donor’s priorities and assumes responsibility for own action and delegated work;
  • Communication: encourages and contributes to clear and open communication and explains complex matters in an informative, inspiring and motivational manner.

Managerial Competencies1 – behavioural indicators level 2

  • Leadership: provides clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their potential;
  • Empowering others and building trust: Creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential;
  • Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.

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

Other

  • The appointment will be subject to certification that the candidate is medically fit for appointment;
  • This post is subject to local recruitment. Only persons holding a valid residence and work permit for Belgium will be eligible for consideration.

How to apply

Interested candidates are invited to submit their applications – Questionnaire on Mandatory Requirements, Personal History Form and Cover Letter to IOMBrusselsApplications@iom.int by 11 December 2019 midnight at the latest, referring to this advertisement. The subject line must contain the reference number: VN 2019-30. To download Personal History Form please refer to: http://eea.iom.int/images/Download/IOM_Personal_History_Form.xls.

In order for an application to be considered valid, IOM only accepts applications duly completed.

Only shortlisted candidates will be contacted.


1 As applicable.

Don't forget to mention EuroBrussels when applying.

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© EuroJobsites 2019

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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