IUCN Procurement and Logistics Manager

Closing date:

22 July 2012 (extended)

BACKGROUND

The Administration and General Services Unit of IUCN’s Asia Regional Office provides services with regard to building maintenance, IT services, reception, conference and meeting room services, security and insurance, and general office services.

The Procurement and Logistics Manager, IUCN ARO has the primary responsibility of providing effective and efficient procurement and logistical services to all IUCN component programmes located in Thailand.

The key responsibilities of this position are to;
1. Support the operation of IUCN’s Asia Regional Office through the provision of procurement and logistical services;
2. Develop, maintain and strengthen relationships at the consular level with the Embassies in Thailand ensuring smooth visa processing for staff requiring visas for official duty travel.

SPECIFIC DUTIES AND RESPONSIBILITIES

General Functions
1 Take a lead in and work with the relevant stakeholders of the component units in IUCN Asia Regional Office to forecast procurement and logistics needs on a regular basis.

2 Play a major role in the recruitment of reporting staff for the Administration Unit and manage and supervise such reporting staff, ensuring the provision of timely high quality work by the unit.

3 Manage the administration expense processes ensuring effective and accurate financial resources management.

4 Ensure that office expense processes are in compliance with IUCN’s policies, procedures and practices.

5 Ensure that all invoices from vendors/suppliers are checked and charged to appropriate cost centres and budget lines.

6 Prepare the Payment Request Form indicating charge to proper unit/division or to staff personal account prior to sending to Finance Department for making the final payment.

7 Ensure that staff members are charged for private use of vehicle or any other services provided through the office.

8 Manage office security, including access control, security rounds, evacuation and fire procedure.

9 Provide advice and guidance to staff as needed on procurement and logistical matters.

10 Support in the physical inventory taking process as required;

11 Facilitate audit processes with regard to the administration function;
12 Deputize the Head of Administration on all non-IT-related matters as and when required.

Procurement Function
13 Ensure that all procurements follow relevant IUCN policies, guidelines and procedures, including, but not limited to, the Delegation of Authority, and Policy and Procedure on Procurement of Goods and Services and support in the development and implementation of such policies and procedures.

14 Support the development and implementation of and enforce supplier and outsourcing guidelines, obligations and service level agreements.

15 Monitor and analyse trends in relevant sectors company spending and inventory control in order to make recommendations for the future and to identify areas for possible savings.

16 Analyse trends and market conditions for the present and future pricing, availability, lead time and capacity of goods and services.

17 Interview, identify, and qualify potential new vendors or suppliers in order to secure more cost-effective sources of products and services.

18 Develop and maintain relationships with vendors as relevant to facilitate the procurement process.

19 Develop and deliver purchasing and inventory reports, bid proposals, requirements documentation and tender documents as relevant.

20 Define purchasing recommendations that support organisational objectives in collaboration with relevant stakeholders.

21 Negotiate pricing, terms and conditions of sales and warranties of goods and products with key suppliers and vendors.

22 Manage the purchasing of air tickets in compliance with IUCN’s policies and procedures and internal control systems.

23 Negotiate pricing, terms and conditions of contracts with contractors and/or service providers.

24 Direct and manage the procurement processes from the beginning to the end including maintaining records and reconciling procurement documents;

25 Manage the asset insurance processes and obtain 3rd party insurance coverage and manage the insurance claims handling;

26 Manage the distribution and movement of goods including shipping, receiving, and asset registry maintenance;

27 Monitor vendor, service provider, outsourcing and/or contracting performance to ensure quality of service.

Logistic Function
28 Ensure that the travel and transport/vehicle management procedures are efficient and effective and enforce these procedures in IUCN ARO.

29 Manage visa processing for IUCN staff applying for Visas from within Thailand for official duty travel;

30 Develop, maintain and strengthen relationships at the Consular level with the Embassies in Thailand with a focus on the countries that IUCN works with globally.

31 Manage and supervise the transportation function in IUCN ARO including maintenance of the vehicles and appropriate allocation and monitoring of drivers’ duties;

32 Verify and control the data entered in vehicle log books;

33 Facilitate driver/messenger needs of the organisation such as bank transactions, delivery of urgent documents as appropriate;

34 Coordinate and manage logistical arrangements for meetings and workshops organized through IUCN Asia Regional Office.

35 Manage the rental of conference and meeting room facilities to external clients as appropriate.

36 Carry out any other tasks as required by, and mutually agreed with the line manager

REQUIREMENTS

• A degree in Business Administration, Public Administration, or similar academic qualification.

• At least five years of progressive Administration experience including in a similar position in an international organisation. Experience in procurement and logistics essential.

• Excellent knowledge of the administration function within international organisations.

• A confident and positive attitude with excellent cultural awareness and sensitivity.

• Excellent attention to detail and a strong solutions orientation with the ability to manage projects through their life cycle.

• Excellent organisational and time management skills.

• Excellent relationship management and communication skills with the ability to work in a dynamic team environment.

• Ability to work under pressure, manage a portfolio of tasks and deal tactfully with sensitive issues.

• Fluency in written and spoken English and Thai.

• Excellent computer skills in a Microsoft Windows environment including Excel and skills in database management and record keeping.

SALARY

The gross annual salary for this position is in the range from THB 749'898 to THB 937'373.

APPLICATIONS

Applicants are requested to apply online through the HR Management System, by opening the vacancy announcement and pressing the "Apply" button.

Applicants will be asked to create an account and submit their profile information. Applications will not be accepted after the closing date. The vacancy closes at midnight, Swiss time (GMT+1 / GMT+2 during Daylight Saving Time, DST).

Other job opportunities are published in the IUCN website: http://www.iucn.org/involved/jobs/