Procurement & Logistics Assistant at International Organization for Migration - IOM

CFCN No. : SVN2021.79
Location: Maiduguri, Borno
Organization Unit: Resource Management
IOM Classification: G4
Type of Appointment: Special Short Term (SST) 6 Months with possibility of extension
Estimated Start Date: As soon as possible
Slots: 2 Openings

Context

• Working under the overall supervision of the Chief of Mission and the direct supervision of the Procurement/logistics Officer, the incumbent will be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules, and procedures.
• In particular, s/he is responsible as a Team Leader of the Procurement and Logistics Unit in their performance of variety of duties.

Core Functions / Responsibilities

• Follow local procurement procedures  and IOM’s procurement policy and other related regulations and procedures.
• Provide support, advice, and assistance in procurement of goods/services for the Mission.

Undertake the day-to-day operation of the following services:

• Receive Purchase Request Form (PRF) and verify that all necessary information concerning specifications, justifications, WBS and expected delivery dates are correct.
• Identify potential vendor and issues Request for Quotations (RFQ).
• Assist  with  the evaluation  and  comparison  of  the  quotations  on  Bid  Analyses  Sheet  (BAS);  and  recommend to the relevant requester. Award orders to the selected vendors who can meet the specification at their best offer.
• Prepare Purchase Order (PO) inclusive necessary information on asset codes, specifications, quantity, prices, delivery dates, payments, and vendor contact details.
• Receive and inspect goods/services according to PO specifications and that all goods are in good condition; and assist onward delivery to destination as required.
• Ensure all related supporting document are complete and verified.
• Prepare Payment Request. Submit and follow up with finance.
• Obtain approvals as required by the matrix.
• Properly record and indicate the above process in PRISM as required.
• Make copies of procurement and logistics documents.
• Follow up purchase orders status and keep requester informed of estimated time of delivery or any changes that may affect or modify the pre-determined delivery condition.
• Perform other related duties as may be required.

Required Qualifications and Experience

• Bachelor’s Degree in Business Administration, Procurement and Logistics, or a related field from an accredited academic institution with 2 years of relevant experience or High School Diploma in the above fields with 4 years of relevant working experience with specific focus on logistics and procurement in medium-large scale complex emergencies and inventory stock / supply chain management.
• Comprehensive knowledge of the different elements of the supply chain in humanitarian context.
• Previous experience in conflict affected areas/natural disaster areas with limited infrastructure.

Skills:

• Ability to work under time constraints and deadlines in challenging settings.
• Ability to work in multicultural and multi-ethnic environments.
• Analytical, communication, interpersonal and advocacy skills.

Languages:

• Fluency in English and working knowledge the local language.

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

• Inclusion  and  respect  for  diversity  respects  and  promotes  individual  and  cultural  differences;  encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

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.

Other:

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• This is a national position and only candidates residing in the country of the duty station within commuting distance will be considered.
• Appointment will be subject to certification that the candidate is medically fit for appointment.