Procurement and Logistics Assistant (Temporary Placement)

Organizational Scope & Context:

Under the overall supervision of the Head of Resources Management (HRM) and direct supervision of the National Procurement and Logistics officer, the incumbent is responsible and accountable for providing necessary support to procurement and logistical functions of IOM Cairo Country Office.

Core Functions / Responsibilities:

1. In compliance of IOM Procurement Manual, assist Project Managers and RMO in implementation of effective internal control, and a proper functioning of a client-oriented procurement management system.
2. Undertake market research in order to evaluate potential new suppliers.
3. Receive, review, and analyse procurement requisition forms for completeness and accuracy.
4. Assist in the management of the contracts process throughout the procurement cycle, including needs definition, market research, tender issuance, evaluation of offers and vendor performance evaluation in accordance to IOM procurement rules.
5. Support reviewing contracts and agreements for submission to Legal Department.
6. Manage cost effective procurement services in the area of contracts and long-term agreements (LTA) in support of IOM Egypt operations.
7. In close collaboration with the Project Managers and/or the Resource Management Officer (RMO), verify that appropriate funds are available for any purchase.
8. Assist in the development of Key Performance Indicators (KPIs), monitor and record the performance of LTA suppliers in relation to established KPIs, and follow-up with suppliers on improvements.
9. Identify service providers and evaluate vendors’ performance regarding quality, prices, and delivery of goods and services in line with the Organisation’s best interests and value for money.
10. Liaise with IOM Manila Global Procurement & Supply Unit (GPSU) in seeking approvals for all contracts and agreements.
11. Provide a monthly checklist on pending Purchase Orders (PO) and follow-up with relevant colleagues to ensure timely closure of all the Purchase Orders in the PRISM system.
12. Ensure all expected merchandise are received timely, according with PO specifications, and that all goods are in good condition.
13. Conduct review of vendor invoices to ensure compliance with PO and goods received; prepare Payment Requests and ensure timely payment to suppliers/ service providers.
14. Coordinate with clearing agents, other key stakeholders, ensuring information and documentation on shipments’ arrival is shared in ample time to minimise delays and the incurring of costly demurrage charges.
15. Ensure management of Petty Cash, including replenishing in coordination with Finance Unit.
16. Ensure office maintenance, including generator, elevators, landlines and other facilities.
17. Control utilities invoices, and coordinate with Finance Unit for payments; maintain a database on utilities suppliers and services, including telecommunication invoices and calculation of individual costs assigned to staff members.
18. Plan office supplies, coordinate purchase according to needs, from procurement requisition to goods delivery.
19. Supervise the cleaning agents, including work planning, management of leaves, performance evaluation, and coordinate reporting to RMO and CoM where needed.
20. Coordinate with warehouses to ensure availability of space for goods delivery and ensure proper commodity handling and management practices are followed.
21. Manage IOM Fleet for the Country and Regional Offices, including drivers’ and IOM fleet assignment planning, including maintenance, insurance, fuel consumption, LOG book management, and relations with outsourced vehicles rental companies.
22. Submit regular reports for a continuous overview of supply chain operations, including volumes, values, incoming goods, warehouse stocks and distribution.
23. Update vendor database in support of IOM procurement requirements.
24. Maintain proper filing of all procurement-related and shipping documents; contribute to a proper filing system in relation to grants, leases and LTA.
25. Perform any other duties as may be required.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Procurement, Business Administration, Project Management, or an equivalent from an accredited academic institution with three years of relevant professional experience; or,
• High School degree/certificate with five years of relevant professional experience

Experience

• Professional experience in UN Procurement & Logistics, Egyptian policies, laws and regulations.
• Fleet management experience and insurance management.
• Experience in inventory/stock/supplies management.
• SAP/Oracle experience is an advantage.

Skills

• Strong communication and negotiation skills.
• Ability to work in a team, organized, able to manage complex activities and find solutions to unexpected problems, able to learn, develop and adapt rapidly to changing environments.
• Strong Time Management Skills.
• Office software (Word, Excel, etc.) and knowledge of spreadsheet and data analysis.

Languages

• Fluency in English and Arabic both Oral and written

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these three 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 – 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other

Any offer made to the candidate in relation to this special vacancy notice is subject to funding confirmation.

This is a national position and as such only Egyptian citizens and legal residents with authorization to work in Egypt at the time of the application will be considered.

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.