Procurement & Logistics Assistant

Procurement & Logistics Assistant

Open to Internal and External Candidates

IOM - International Organization for Migration

Brussels, Belgium

Vacancy Notice: 2021-12
Classification: G-5
Type of Appointment: One Year Fixed Term contract, with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 13 May 2021

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. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.


Under the direct supervision of the Regional Resource Management Support Officer and in coordination with relevant units within the Regional Office, the incumbent provides specialized support on procurement activities.

Core Functions/Responsibilities:

  1. Assist in planning and implementing the procurement activities (including premises rental and facility-related sourcing) of the Regional Office (RO), including preparing procurement documentation, obtaining quotations and organizing tendering process when applicable;
  2. Ensure that purchases are reviewed and approved in line with the purchase authorization matrix;
  3. Coordinate procurement activities with Global Procurement Supply Unit (GPSU) as and when needed, in line with the provisions of the Procurement Manual and related instructions;
  4. Draft Service Agreements for goods and services purchased by RO and coordinate their approval with relevant units in RO and Administrative Centres;
  5. Identify potential suppliers/vendors and ascertain conditions of purchase and quotations. Conduct vendor’s appraisals and initiate their registration in SAP (PRISM) system;
  6. Execute procurement activities through SAP (PRISM) system and that the proper IOM administrative procedures and standards for follow up, canvassing, bidding and ordering are strictly adhered to;
  7. Follow up with vendors and suppliers to ensure timely delivery of goods/services purchased in accordance to IOM procurement policies and procedures and check that all received goods/services are in accordance with the terms and specifications of the Purchase Order (PO) and/or Service Agreement (SA);
  8. Contribute to monitor the implementation of internal controls to prevent fraud and mismanagement in procurement activities of RO;
  9. Bring any relevant administrative and procurement issues to the attention of the supervisor and suggest procedural improvements;
  10. Liaise with the finance unit concerning payment of goods and services purchased and delivered;
  11. Maintain records of procurement activities organized by RO ensuring an efficient filing and e-filing system of quotations, local order forms, receipts, etc.;
  12. Maintain RO office inventory and assist with management of goods/fixed assets. Manage assets in SAP (PRISM) system, label new assets as per IOM standards, and perform the year-end stocktake of IOM assets;
  13. Perform any other duties as may be assigned by the supervisor.

Required Qualifications and Experience:


  • University degree in Business Administration, Marketing, Logistics or a related field from an accredited academic institution with at least three years of relevant professional experience; or
  • High school graduate with at least five years of relevant professional experience.


  • Progressive experience in a similar function;
  • Experience working in international organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage;
  • Knowledge of the IOM regulations related to procurement is an asset;
  • Demonstrated ability to draft and prepare clear and concise correspondence (in English);
  • Demonstrated ability to work well under pressure and to keep deadlines;
  • Proficient in a Microsoft Office environment, including extensive use of Microsoft Excel Word and comfort with learning new software;
  • Knowledge of and experience using SAP is an advantage.


Fluency in English and working knowledge of French and/or Dutch.

Any other EEA language is an advantage.

Required Competencies:

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


  • 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 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 1:

  • 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.


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.

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 by 13 May 2021 midnight at the latest, referring to this advertisement. To download Personal History Form please visit:
In order for an application to be considered valid, IOM only accepts applications duly completed. Only shortlisted candidates will be contacted.

Don't forget to mention BrusselsJobs when applying.

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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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