Procurement and Logistics Assistant at International Organization for Migration (IOM): (Deadline 26 September 2021)

Procurement and Logistics Assistant at International Organization for Migration (IOM): (Deadline 26 September 2021)

CALL FOR APPLICATION

 Open to Internal and External Candidates

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 overall supervision of the Resource Manager Officer and the direct supervision of the Senior Procurement Assistant the incumbent will carry out the following duties and responsibilities :

Core Functions / Responsibilities:

1. Organization of procurement process including;

a. Receive the approved procurement and supply requisitions from the main office, medical department, and field offices

b. Conduct RFQs, ITBs or RFPs
c.  Receipt of quotations, bids, or proposals
d.  Evaluation of received proposals/quotations  to ensure compliance with IOM procurement policy
e.  Share and advice the project managers and supervisors on offer collected and best goods/services to be procured.
f.  Prepare Purchase orders/ contracts and ensure all approvals are obtained, deliver the Purchase orders to the suppliers and obtain their signatures on the same.
g.  Follow up with suppliers and ensure timely and proper delivery of the Goods/ Services.
h.  Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes

2. Conduct first review of vendor invoices to ensure compliance with orders and goods/services received.

3. Prepare Payment requests and ensure timely payment to suppliers/ service providers.

4. Assist in the contract process throughout the procurement cycle including needs definition, market research, tender issuance, and vendor performance evaluation in accordance to IOM procurement rules.

5. Keep proper database of procurement related contracts and coordinate with the Senior Procurement assistant on any expiring contracts that requires renewal.

6. Make sure all purchased assets are properly recorded into SAP and perform regular inventory checks to ensure physical assets are tallying with records in SAP and that all assets are properly tagged.

7. Suggest internal control mechanisms to safeguard the Organization’s assets and prevent fraud. Ensure that appropriate records of assets disposal are kept on and those assets are disposed as per IOM Procurement and Asset Management policies.

8.  Conduct and follow up the office needs of stock, expendables, services and share the same with the Senior Procurement Assistant.
9.  Assist in all other logistics services, such as maintenance and repair of office facilities (including preventive maintenance), maintenance of the fleet of IOM vehicles and other common support services at the Mission as well as establish maintenance agreements with competent providers when it is feasible and determined to be cost-effective.

10. Adhere to IOM procurement Manual and assist the RMO in the implementation of effective internal control, proper functioning of a client-oriented procurement management system.

11. Maintain proper filing of all procurement-related documents.

12. Participate in the One UN procurement Working Group

13.  Perform any other duties as may be required.

Required Qualifications and Experience

Education

• Bachelor’s degree in Procurement, Business Administration, Project Management with 3 years of relevant professional experience.

 Experience

• Mature individual, able to work independently, effectively, and harmoniously with colleagues from varied cultures and professional backgrounds at all levels.
• Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested.
• Capable of working under stressful and difficult conditions.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Previous work experience with an international/UN organization would be a strong advantage.

 Languages

English and Kinyarwanda. French is an added advantage.

Required 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 ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies

• Establishes strong relationships with colleagues and partners; relates well to people at all levels.

• Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
• Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
• Coordinates own work with that of the team to meet agreed priorities and deadlines.

Delivering results:

• Produces quality results and provides quality services to clients.
• Meets goals and timelines for delivery of products or services.
• Manages time and resources efficiently, monitoring progress and making adjustments as necessary.

• Shows understanding of own role and responsibilities in relation to expected results.

Managing and sharing knowledge:

• Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
• Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
• Puts new learning into practice and draws on diverse sources of ideas and inspiration.
• Contributes to the identification of improvements to work processes and assists in implementing them.

Accountability:

• Accepts personal responsibility for the quality and timeliness of work.
• Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
• Operates in compliance with organizational regulations and rules.
• Accepts and gives constructive criticism; acknowledges and corrects mistakes and applies lessons learned for improvement.

Communication:

• Presents information using language and sequence of ideas that is easy for recipients to understand.
• Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
• Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.

• Listens carefully and genuinely to the views and positions of others; acts on received information.

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 a work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications to [email protected] by 26 September 2021 at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the reference code, the Position title as well as candidate’s names

In order for an application to be considered valid, IOM will only accept applications which should include a completed Personnel History Form (please download and fill it) and an application letter (not more than one page)

Only shortlisted candidates will be contacted.

Posting period:

Personal History Form (PHF) (6)5461285a77f00f4ed954ffeb12b3d8e4