JOB AT IOM Rwanda : Senior Procurement and Logistics Assistant : ( Deadline : 18 February 2019)
Open to Internal & External Candidates only
Position Title: Senior Procurement and Logistics Assistant
Organizational Unit: Resources Management
Duty Station: IOM Kigali, Rwanda
Classification: General Service Staff, Grade G6 (UN salary Scale for GS staff)
Type of Appointment: Special fixed term, nine (9) months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: February 18, 2019
Reference Code: VN2019/01 – RW
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.
IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. 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.
Under the overall supervision of the Chief of Mission Rwanda, the direct supervision of the Resources Management Officer (RMO), and in close coordination with the Senior Regional Immigration and Border Management (IBM) Programme Manager, the incumbent shall be responsible for supervising and monitoring the Procurement team and carrying out procurement functions in accordance with IOM’s regulations, rules and procedures.
Core Functions / Responsibilities:
Support planning, implementing, controlling and monitor all aspects related to procurement needs to support IOM’s activities and EU program within the Country Office and at the field, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, equipment up-grading, assets management, organize and maintain systems/procedures for procurement, customs clearance, and general maintenance.
Ensure that all received vendor invoices complies with POs/Contracts and goods/works/services received.
Verify that all Purchase Requisitions and Purchase Order Forms submitted to Procurement Unit are completed; with signatures and budget lines, along with posting into PRISM accurately and in a timely manner. Follow-up on their status and keep related parties abreast of estimated time of delivery or any other changes.
Ensure with Finance Unit that appropriate funds are available for each purchase.
Identify service providers, evaluate vendors against performance, reliability, quality, price, delivery of equipment in respect of organizations’ best interests and donor mandates and monitor their compliance to the contractual agreements.
Solicit and analyse bids for conformity with specified requirements, conduct supplier appraisals and select suppliers. Take into consideration while preparing a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile/reputation.
Ensure suitable delivery period which meets the projects implementation schedule.
Monitor the Purchase Orders / Contracts and ensure financial authorization is received from Program Managers, RMO, COM and GPSU/MAC according to Purchase Authorization threshold.
Ensure that the IOM assets are registered into PRISM, and/or are disposed with accordance to IOM procedures and regulations. Ensure forms are signed by the staff upon assigning/releasing assets.
Supervise annual assets physical count and update in PRISM while sharing with GPSU in Manila. Maintain assets inventory records instantly updated of all IOM assets in Rwanda and set up/streamline procedures to manage and safeguard all these assets. Ensure proper coordination with the field offices to get the updated inventory records.
Ensure proper fleet management transactions are carried out with accordance to IOM internal procedure and control.
Ensure that LEG Division reviews and endorses the agreements/contracts including, but not limited to, rental cars, goods supply, construction, service, and leases contracts. etc. prior the signature.
Ensure getting the required approvals form GPSU/ MAC for any purchasing based on IOM procurements manual.
Monitor vendors for the compliance to the contractual agreements and bring to the attention of RMO any related issue.
Supervise and monitor the procurement team of IOM Rwanda.
Perform such other duties as may be assigned.
Required Qualifications and Experience
Bachelor’s degree in Procurement, Business Administration, Project Management with 4 years of relevant professional experience;
High Diploma with certificate with 6 years of professional experience
At least 5 years’ experience in Procurement
Professional experience with specific focus on local/international procurement, clearing & forwarding, VAT, Rwandan policies, laws and regulations.
Fleet management experience and insurance management.
Experience in inventory/stock/supplies management.
Experience in procurement management
Experience working with an international organization or NGO in the procurement section.
A high level of computer literacy, in particular MS Office and computerized accounting systems, including SAP.
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.
Fluency in English and Kinyarwanda is required. Knowledge of French and Swahili is an added advantage
Accountability – Meets deadline, cost, and quality requirements for outputs
Client Orientation – Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries;
Continuous Learning – Keeps abreast of developments in own professional area
Communication – Clearly communicates, and listens to feedback on, changing priorities and procedures;
Creativity and Initiative – Proactively develops new ways to resolve problems
Leadership and Negotiation – Presents goals as shared interests;
Performance Management – Provides constructive feedback to colleagues;
Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others;
Professionalism – Masters subject matter related to responsibilities;
Teamwork – Actively contributes to an effective, collegial, and agreeable team environment;
Technological Awareness – Understands applicability and limitation of technology and seeks to apply it to appropriate work;
Resource Mobilization – Establishes realistic resource requirements to meet IOM needs.
Internals of the Organization and NMS candidates, as well as external female candidates, will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.
The appointment is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
How to apply:
Interested candidates are invited to submit their applications to [email protected] by 18 February 2018 at the latest, referring to this advertisement.
The subject of your e-mail MUST indicate the Position title and reference code.
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.