Procurement and Logistics Associate (UN Common Premises)

The Procurement and Logistics Associate supports the management and operations of the UN Common Premises in Dhaka, facilitating procurement, logistics, and common services delivery. The role involves coordinating procurement processes, vendor management, office premises maintenance, and collaboration with UN agencies to ensure efficient service delivery.

Responsibilities

• Contribute to efficient work of the common services system and support execution of transparent and efficient procurement services and processes.
• Receive and consolidate all procurement requisition forms; verify completeness and compliance with IOM Purchase Authorization Matrix and office instructions.
• Prepare tender documents, solicit bids and quotations; prepare bid analysis summary and share with requesting unit; participate in evaluation and provide technical inputs.
• Confirm terms of agreement with selected suppliers, prepare relevant documentation and request required authorizations.
• Monitor status of open requisitions and follow up on timely delivery of goods and services; coordinate with receiving unit for delivery notes.
• Organize supply and re-supply for common commodities with IOM supply contractors; receive, inspect and verify incoming supplies.
• Review vendor invoices, prepare payment requests and coordinate with Finance for timely payments.
• Provide inputs on administrative and logistic systems and implementation of internal SOPs.
• Monitor compliance of administrative and procurement activities with IOM rules, regulations, policies, and strategies.
• Monitor office premises and related common services LTAs.
• Assist in organization and control of distribution of space in office common premises and common areas.
• Participate in preparation of annual budget and quarterly expense reports for common premises.
• Liaise with landlord and office service providers to verify contractual obligations are met.
• Coordinate with ICT unit for logistics arrangements of communication requirements and common equipment.
• Arrange maintenance and minor repairs of common shared areas in coordination with IOM team and Management Committee.
• Receive, inspect and verify all incoming equipment and furniture in common use.
• Support annual physical inventory verification exercise by checking accuracy of records and location of common inventory/property.
• Provide operative inputs to fleet policies and procedures.
• Attend meetings with UN agencies and external service providers to verify management and assessment of outsourced Common Premises Services comply with MOU.
• Facilitate collaborative arrangements with UN agencies and organize repairs, remodeling and renovation work affecting the building.
• Create and maintain filing system for common premises related materials.
• Perform other related functions as required.

Requirements

• Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or High school Diploma with five years of relevant professional experience.
• Certification in Procurement, Logistics or Supply Chain Management is an advantage.
• Experience in procurement and logistics and working with vendors and service providers.
• Experience with asset management process.
• Experience working with UN Procurement and Logistics Rules and Procedures is an advantage.
• Experience working in an international organization is an advantage.
• Experience in office administration and building/facility management is an advantage.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
• Excellent communication skills.
• Knowledge of SAP and Oracle is highly desirable.
• Ability to work with national and international institutions.
• Ability to prepare clear and concise reports.
• Ability to maintain data on LTAs and execute timely actions for their renewals.
• Good knowledge of UN Common Services operating system and ability to apply and monitor them.
• Fluency in English and Bangla (oral and written).

Skills

• Procurement
• Logistics Management
• Supply Chain Management
• Vendor Management
• Asset Management
• UN Procurement Policies
• Office Management
• Facilities Management
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• SAP
• Oracle
• Report Writing
• Data Management
• Contract Management
• UN Common Services
• LTA Management

Languages

English, Bangla