Senior Supply Chain and Logistics Assistant

Organizational Scope & Context:

Under the overall supervision of the Senior Emergency Coordinator and the direct supervision of the Supply Chain Officer, the incumbent will be part of the Gaza and Sudan response team in Egypt and will be responsible and accountable for performing a wide range of Supply Chain and Procurement functions in line with IOM policies, standards and commitments.

Core Functions / Responsibilities:

1. Support with planning, coordinating, implementing, and monitoring various procurement and logistic processes in relation to the implementation of projects and partnerships.

2. Conduct landscape survey of the local market for any goods or services requested by the team as well as for partners, office and warehouse spaces, or any other need.

3. Assist in coordinating procurement processes including the preparation and dissemination of tender documents or Request for Quotations (RFQs) in close coordination with the Supply Chain Officer and Senior Emergency Coordinator for product specifications or terms of reference for services, determining eligibility criteria, conducting pre-bid meetings with interested entities and ensure product quality tests and compliance with specifications. Update Vendors master list, and regularly perform supplier selection and evaluation.

5. Review procurement documents to determine adequacy of documentation, proper recording and accuracy of recorded transactions, noting any deviations or errors.

6. Maintain all supporting documentation and requisite authorizations in accordance with IOM rules and regulations throughout the procurement process, including Purchase Requisition Forms (PRFs), Bids Analysis Summary and Purchase Orders.

7. Coordinate and conduct regular field visits to Al Arish or other sites to engage with partners, mnitor the receipt of shipments, loading/offloading, perform inventory, access the warehouse, and monitor any ongoing operations.

8. Liaise closely with partners and other stakeholders on incoming shipments and ensure all relevant forms (request for assistance etc.) are submitted on time.

9. Regularly liaise with the partners and service providers to obtain periodic updates on operations and compile documents necessary to effect payments.

10. Closely liaise with Finance and other departments to support the issuance of invoices and the receipt of payments.

11. Verify that any procurements made in the field are all properly documented and are in accordance with any contracting arrangements in place; vouchers for payments and other supportive documents should be filled and shared.

12. Coordinate the movement and storage of goods and services with partners and service providers to facilitate delivery to the border crossing points and ensure that goods and services are delivered on time, in good condition and in compliance with IOM standards and protocols.

13. Plan and prepare procurement actions and analyse procurement requests, identify service providers, evaluate information regarding vendor’s performance regarding quality, prices delivery of equipment in respect of organizations best interests.

14. Follow-up on purchase order status and keep requestors abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.

15. Monitor inventory control and the management of Partner’s goods tracking and record keeping systems throughout the whole supply chain cycle, from time of request until time of delivery, with an eye on appropriate commodity accounting practices. Ensure timely preparation and submission of various reports and maintain the master database up to date.

16. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Procurement, Business Administration, Project Management or a related field from an accredited institution with four years of relevant professional experience, or
• Completed High School degree from accredited academic institution with 6 years of relevant professional experience .

Experience

• Experience in procurement and logistics to timely source goods and services;
• Proficiency in MS office applications such as Word, Excel and Powerpoint;
• Effectively works with vendors and service providers to secure cost-effective quality solutions;
• Experience in international operations in a post conflict environment is desirable.
• Proficiency in overseeing tender processes, bid evaluations, and contract management.
• Experience in analyzing market trends and supplier capabilities to support project requirements.
• Strong attention to detail in reviewing procurement documents for accuracy and compliance with organizational regulations.
• Experience in verifying goods or services received and conducting quality control checks at program activity sites.
• Excellent communication skills for liaising with internal and external stakeholders throughout the procurement process.Experience working with an international organization or NGO in theprocurement section.

Skills

• Knowledge of financial rules and regulations.
• Ability to work independently or with minimal supervision.
• Managerial skills are required (planning, organization and reporting).
• Good communication skills.
• Ability to work effectively and harmoniously with colleagues from various cultures and professional backgrounds.
• Personal commitment, efficiency, flexibility, drive for results
• Ability to meet deadlines and work under pressure.
• Good level of computer literacy, knowledge of SAP will be considered as an advantage.

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 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.

Managerial Competencies – behavioural indicators level 2

• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

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.