Position title
Position grade
Duty station
Senior Procurement and Logistic Assistant
G6
Kinshasa, République Démocratique du Congo
Seniority band:
Job family:
Organizational unit:
Position number
III
Logistics, Procurement and Facilities
Procurement and Logistics Unit
SVN 2020-18-RDC
Reporting directly to
Procurement and Logistic Officer
Overall supervision by
Senior Resources Management Officer
Managerial responsibility
No
Directly reporting staff
Yes
II. Organizational Context and Scope
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Under the overall supervision of the Head of the Senior Resources Management Officer and under the direct supervision of the Procurement and Logistics Officer, the Senior Procurement and contracts Assistant will provide support to IOM DRC mission and sub offices by providing specialized assistance in the procurement of various goods, works and services. In particular, he/she will be assigned to the following tasks:
III. Responsibilities and Accountabilities
1. Focal person for obtaining and prioritizing all Purchase Requests from all project and ensure that the PR is approved up to COM whenever is applicable.
2. Review procurement requests received as to completeness of specifications for goods or statements of work for services/consultancies and supporting documents. Ensure that WBS is completely and correctly indicated. Coordinate with end user in cases of invalid WBS.
3. Guide, oversee, and coordinate the work/activities of procurement assistants.
4. Obtain quotations/proposals and ensure that quotations/proposals are submitted within the required timeframe.
5. Analyze and review quotations/proposals against the specifications/terms of reference/statement of work. Ensure that quotation includes requested INCOTERMs, warranty details, delivery lead time and payment terms.
6. Liaise with vendors for better payment and delivery terms. Assist in negotiating for pricing for sole source procurement method.
7. Prepare and analyze bids considering the technical evaluation and the cost, delivery lead time and warranty (for goods) based on the best value for the money. Ensure that all supporting documents are attached to the Bids Analysis.
8. Prepare PO in SAP. Ensure appropriate asset numbers are created prior to creation of PO in SAP. Encode all necessary information in the PO such as correct material code, material description, INCOTERMs.
9. Create and maintain proper records of all documentation related to the purchases.
10. Prepare Request for Payment for submission to Accounts Payable Unit for processing of payment to vendors.
11. Regularly review and monitor unit’s official procurement database and reports as required and share weekly update to all projects.
12. Oversee and coordinate the functions of Logistics and Procurement Unit in the absence of the Logistics and Procurement Officer.
CONTRACTS AND TENDERS
1. Prepare draft of Contracts (Supply Contracts, Service Agreements, Maintenance Agreements, etc) based on IOM Contract templates to support the mission’s operation and ensure proper review and approval of the draft of contracts before finalizing them.
2. Evaluate contract terms and conditions offered by vendors and assist in negotiating their acceptance of IOM contract terms and conditions.
3. Coordinate with various projects for the approval of the Contract's Service Level Agreements (SLA).
4. Prepare and route Checklist Approval Form for contracts prior to sending the draft of contract to LEGAL Department for review and approval.
5. Send Final Draft of Contract with the signed Checklist Approval Form to LEGAL for final review and approval.
6. Prepare Bidding Documents and Formal RFQ for mission’s requirements.
7. Coordinate the issuance of Notice of Award and Thank you Notice.
8. Work with the National Officer of Logistics and Procurement Unit in establishing long term agreements or frame agreement for common services, including maintenance of buildings, maintenance of the fleet of IOM vehicles and other common support services of the Mission.
B. INSURANCES
1. Focal person for Insurance related transactions (Vehicles, Offices, Assets and others) and prepare/maintain database for all insurances.
2. He/She will ensure that IOM assets including motor vehicles are properly insured and overall administration of insurance claims.
3. Liaise with relevant government agencies and ensure that the insurance and registration of all vehicles of the mission are updated all the time.
4. Liaise with OAVCT and/or any third party and ensure that all motor vehicle insurance – related claims are processed on time. Prepare and submit all necessary documents for insurance claims from OAVCT.
5. Perform other related duties as required.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation
Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors,
governments, and project beneficiaries
Keeps clients informed of developments and setbacks
Continuous Learning
Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication
Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities and
procedures
Writes clearly and effectively, adapting wording and style to the intended
audience
Listens effectively and communicates clearly, adapting delivery to the
Audience
Creativity and Initiative
Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation
Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through with Commitments
Performance Management
Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HR procedures
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
Planning and Organizing
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others
Organizes and documents work to allow for planned and unplanned
handovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of team Members
Professionalism
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to
relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration Solutions
Teamwork
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
Technological Awareness
Learns about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply
it to appropriate work
Resource Mobilization
Establishes realistic resource requirements to meet IOM needs.
Technical
Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
Drives IOM vehicles in a safe manner consistent with local regulations
V. Education and Experience
Education/ Training: University Degree in Business Management or related discipline; or an equivalent combination of education, training & experience.
Experience: Minimum 6 years of relevant professional experience in a similar setting and capacity; supervisory experience; Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
Skills: Working proficiency in French and English. Excellent computer skills, especially in MS Office; Strong interpersonal and intercultural skills and attention to detail; excellent ability to work accurately and efficiently under time pressure; Team player; 100% integrity.
Good knowledge of Microsoft tools (Excel, PPT, Word)
Excellent inter-personal communication.
Capacity to work as part of a team, to handle stressful situation.
Capacity to respect deadlines.
Ability to work diplomatically, with empathy and tact. Sensibility to and ability to work with people from different backgrounds are essential skills.
Good negotiation skills and problem-solving skills, good organization, and good writing skills.
VI. Languages
Required
FRENCH
ENGLISH
Notes
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.
