Senior Procurement and Logistics Associate

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Senior Procurement and Logistics Associate

Vacancy Number: SVN/IOMSO/017/2024

Duty Station: IOM Somalia Hargeisa Office

Classification: General Service Category, Grade G6

Type of Appointment: Special Short Term, Six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 14 July, 2024

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.
Context:

Under the overall supervision of the Supply Chain Officer and direct supervision of the Procurement and Logistics Officer, the incumbent will be responsible for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of office supplies and materials and equipment and providing project logistics and administrative support as well as preparing requests for payments, reporting, and encoding.

Core Functions / Responsibilities:

1. Receive all procurement and supply requisitions from all offices of IOM Somalia and project managers; make sure all are endorsed prior to procuring using the IOM authorization matrix as applicable for the mission.
2. Process purchase requisitions (PR), requests for quote (RFQ) with vendor/s, prepare bid analysis summaries (BAS) followed by final preparation of purchase order (PO) through PRISM system using Material Management (MM) module. Make sure POs are delivered to suppliers and vendors and their signatures obtained.
3. Ensure all purchases are performed according to IOM procurement rules and implement appropriate mechanisms to avoid fraud and ensure transparency.
4. Provide a monthly checklist on open commitments and follow up with relevant colleagues to ensure timely closure of all the PRs and POs in the PRISM system.
5. Manage cost effective procurement services in contracts and long-term agreements (LTA) in support of IOM Somalia operations.
6. Make sure assets (IOM and beneficiary) are created in PRISM through MM prior to procurement and acquired and transferred, deactivated once project is completed.
7. Advice project managers and supervisors on offers collected and best goods/services to be procured.
8. Follow-up with suppliers and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.
9. Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.
10. Maintain efficient filing system for all documents, reports and procurement records, tenders, bids, etc. and make sure it updated regularly.
11. Compile with the help of the NPLO a comprehensive database on the reliable vendors, service providers, contractor that could be used in Somali as well Kenya and conduct bi-annual vendor performance reviews, identify specialized supplier opportunities, and implement vendor accreditation processes as required.
12. Coordinate with the Finance Department to ensure that prior to the final ordering and delivery of the equipment/materials, the project code, account code and budget line item have been determined.
13. Maintain an office supplies registry and conduct periodic stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner.
14. Provide logistics assistance to projects including, but not limited to identifying appropriate venues for training/workshops, assisting Programme Assistants in preparing and compiling training materials, etc.
15. Prepare Service Agreements as and when required and ensure that LEG Dept. in Geneva has reviewed and endorsed the agreements/contracts prior the signature.
16. Liaise with suppliers and manufacturers for repair and warranty of damaged equipment’s.
17. Oversee management of the Country Office’s fleet as required at the duty station and supervise the Drivers.
18. Supervises and assigns and reviews the work of more junior staff.
19. Perform any other duty as assigned by the Supply Chain Officer.

Required Qualifications and Experience

Education

• University degree in Purchasing and Supplies/Logistics, Business Administration, or a related field from an accredited academic institution with four years of relevant professional experience; or,
• High School Diploma with training in Purchasing and Supplies/Logistics, Business Administration, or a related field and with six years of relevant experience.

Experience

• At least 5 years of professional work experience in Procurement and Logistics, preferably in a non-government organization or UN agencies.
• Thorough understanding of IOM Procurement and Logistics policies, rules and regulations is an advantage.
• Experience on VAT exemptions procedures and knowledge of government requirements on duty exemptions.
• Delivers on set objectives in hardship situations.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country or regional objectives.

Skills

• Excellent communication and negotiation skills.
• Ability to pay close attention to details, take initiative and work with minimal supervision.
• Knowledge of Word, Excel, etc. a requirement. Prior experience in usage of SAP an added advantage.

Languages

For all applicants, fluency in English and Somali is required (oral and written).

Knowledge of Arabic is an 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: maintain 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected, and fairly treated.

Core Competencies – behavioural indicators level 2.

• 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 special 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 neighboring 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 neighboring country located within commuting distance, and a work permit, as applicable.