Procurement & Logistics Assistant at International Organization for Migration - IOM

SVN No.: SVN2021.83
Location: Yola, Adamawa
Organizational 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

Context

• Working under the general supervision of the Head of Sub Office in Yola, and the direct supervision of the Procurement and Logistics Officer in Maiduguri, the incumbent will be responsible for handling procurement and logistics related activities in Yola and Adamawa State. Particularly, the incumbent will be responsible for the following:

Core Functions / Responsibilities

• Provide procurement and logistics support of goods/services in accordance with the IOM’s procurement policy and other related regulations and procedures.
• Prepare the RFQ or tender documents to be disseminated or advertised in all fields for all works, services and goods after receiving the approved Purchase Requisition.
• Solicit offers and quotations and prepare bids analysis accordingly and share with the supervisor and related  Programme Manager and make recommendation for best offers received on goods/services; and seek the related  approval according to the Mission’s approval matrix.
• Prepare Purchase Order (PO) according to the approved bid analysis and quotation, inclusive necessary information on asset number, specifications, quantity, prices, delivery and payments terms
• 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
• Ensure timely delivery of order according to the project implementation timeline
• Receive and verify goods/service delivery according to the Purchase Order
• Draft service agreement, construction agreement, supply and delivery contract and other procurement & logistics  related contract in addition to the Purchase Order commitment, obtain related approval from COM and/or LEG, and  make necessary amendment or extension as required.
• Prepare Request for Payment, ensure proper supporting documents from Purchase Request until Goods Receiving Note are attached, submit it to Finance Department and update the logbook accordingly
• Ensure appropriate monthly closure of open POs and PRs
• Do e-filing for the assigned Procurement & Logistic documents
• Perform other related duties as may be required.

Required Qualifications and Experience

• University Degree in Purchasing and Supplies Management, Management, 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 in managing medical procurement and logistics activities

Skills:

• Ability to work under time constraints and deadlines in challenging settings.
• Ability to work in multicultural and multi-ethnic environments.

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.