Position title
Position grade
Duty station
PROCUREMENT ASSISTANT
G5
KALEMIE
Appointment type
Special Short Term
Reports directly to
Procurement & Logistics Officer
Position Number
SVN 2020-19-RDC
Vacancy-specific information
Estimated closing date
13 October2020
Estimated start date
ASAP
Posting channel
N/A
Complete WBS (up to the 5th level)
II. Organizational Context and Scope
Working under the overall supervision of the Senior Resource Management Officer (SRMO) and the direct supervision of the Procurement and Logistics Officer (PLO) 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 will
III. Responsibilities and Accountabilities
Liaise with project managers and sub-offices regarding procurement and service requests in order to consolidate overall mission procurement and optimize purchasing power.
Solicit bids or quotations, analyze them for conformity to specified requirements, conduct appraisals and confirm terms of agreement with selected suppliers; prepare proforma purchase orders and ensure authorization by relevant authorities according to Mission Permanent Instruction.
Follow-up on the status of purchase orders and keep the requesting unit abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions
Ensure that goods delivered confirm to the specifications in the purchase order and are in good condition
Monitor loading of goods ordered from selected suppliers and ensure timely delivery of goods to requesting unit
Take responsibility for all financial aspects relating to procurement and coordinate with finance unit to ensure availability of funds for making payments against procurement.
Ensure receipts are received when payment is conducted in cash. Request authorization from competent authority for making bank transfers.
Apply and obtain import duty exemption approvals from relevant entities
Select appropriate custom clearance and forwarding agent to handle imports.
Handle custom clearance documentation and obtain necessary authentication to ensure release imports cargos with short lead-time
Implement and maintain procurement database
Organize and maintain electronic and physical procurement files
When necessary undertake trips to the sub-offices to ensure adherence to IOM procurement rules and procedures and train local staff in the area of procurement.
Perform any other duty as assigned.
IV. Required Qualifications and Experience
Education
University Degree in Supply Chain Management, Purchasing and Supplies, Logistics or Business Administration or related field of study with three years of experience or;
Diploma in the aforementioned field of study with five years of relevant experience
Experience
Thorough experience in Procurement and Logistics;
Knowledge on Government requirements on duty exemptions.
Experience in imports and custom clearance procedure and process
Demonstrated ability to maintain integrity in performing responsibilities assigned.
preferably within the United Nations or the International Humanitarian Field
Proactive; Independent Worker; A great team player; Fast Learner; IT Literate; Interpersonal Skills; Communication & Negotiation Skills; Administrative & Time Management Skills; Proficiency in Microsoft applications especially spreadsheets and word processing; Must have strong analytical, planning and people management skills; Ability to prepare clear and concise reports
V. Languages
Required (specify the required knowledge)
Advantageous
French
Fluency in English and local languages
VI. Competencies[1]
The incumbent is expected to demonstrate the following competencies:
Accountability – Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
Teamwork – Establishes strong relationships with colleagues and partners; relates well to people at all levels; Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivery result – Produces quality results and provides quality services to clients; Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
Managing and sharing knowledge – Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
Communication – Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
Leadership – Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.
Empowering others & building trust – Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.
Strategic thinking & vision – Identifies key issues/priorities in complex situations and how they may be related to one another.
Notes[2]
L’OIM applique une politique en faveur du genre et encourage les candidatures féminines.
Les candidatures composées du PHF de l’OIM (Personal History Form) et d’une lettre de motivation
dactylographiée peuvent être envoyées à l’adresse électronique suivante :
[email protected] avant le 13 Novembre 2020 en indiquant la référence du poste.
Aucune candidature ne sera reçue par courrier physique.
