Ended Procurement Assistant (G5)

The Job

Open to Internal and External Candidates

Position:    PROCUREMENT Assistant

Organizational Unit:    Procurement and Logistics  Unit

Duty Station:    Yemen  , Sana’a
IOM Classification:    G-5
Type of Appointment:    Special Short-Term (SST) Graded  Contract, 6 Months (Renewable)
SVN No.    :SVN2019/008
Estimated Start Date:    As soon as possible
Closing Date:    Tuesday 13,  February 2019

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier  candidates.

Context:

Working under the overall supervision of the Head, Procurement & Logistics Unit and the direct supervision of the  Procurement Logistic Officer, the incumbent will be responsible for carrying out procurement functions in accordance with IOM’s  procurement  regulations,  rules and procedures.

Core Functions / Responsibilities:

  1. Support the Unit in liaising with project managers and sub-offices regarding procurement requests in order to consolidate overall mission procurement and optimize     purchasing power.
  2. Attend to Service Requests in a systematic manner to support optimum use of Mission resources and manage service agreements.
  3. Solicit bids or quotations, analyze them for conformity  to specified requirements, conduct appraisals and confirm      terms of agreement with selected suppliers; prepare pro forma purchase orders and ensure authorization by relevant authorities according  to Mission Permanent   Instruction.
  4. 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. Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received
  5. Ensure that goods delivered confirm to the specifications in the purchase order and are in good condition
  6. Coordinate authorization and processing of requests received from the sub-offices.
  7. Follow up on all financial aspects relating to procurement and coordinate with finance unit to ensure availability of funds  for  making  payments  against procurement.
  8. Ensure timely and regular reporting of procurement / logistical data to  the sub-offices
  9. Oversee maintenance and repair of office facilities and assets, conduct preventive maintenance,  establish  maintenance agreements with competent service providers for maintenance of office assets
  10. Organize and maintain electronic and physical procurement files, relevant to areas of responsibilities
  11. Carry out all purchases in accordance with IOM procurement Rules & Regulations; Undertake regular trips to the sub- offices to promote and verify adherence to IOM procurement rules and procedures and provide solution for day to day practical issues; proposes product substitutions consistent with requirements to achieve cost  savings;
  12. Support the Unit in advising Sub-Office procurement staff with regard to IOM procurement procedures, and best practices taking into account the country/ area context and limitations.
  13. Support the Unit in providing technical guidance to Project Managers with regard to procurement procedures and advise as appropriate on the most cost effective and efficient methods in procuring goods and services.
  14. Ensure that all offices, warehouse lease agreement are renewed and paid  accordingly.
  15. Review and approve all procurement documents (Purchase requisitions (PRF) Purchase Orders and Payment Vouchers) and release Pos in  PRISM.
  16. Perform any other duty as assigned by the Procurement officer or the Head of procurement and Logistics

Required Qualifications and Experience

Education

  • Degree or Equivalent in related   field;
  • Minimum 4 years relevant work experience; Experience in the Humanitarian Field will be an advantage;

Technical

  • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
  • Drives IOM vehicles in a safe manner consistent with local regulations.

Languages

  • Fluency English and Arabic

Required Competencies

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

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, adjusting wording to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

  • Proactively develops  new ways to resolve  problems

Leadership and Negotiation

  • Convinces others to share resources
  • Presents goals as shared  interests

Performance Management

  • Provides constructive feedback to colleagues
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures

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

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

Other

  • Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  • Only candidates residing in the country of the duty station within commuting distance of the duty station will be considered.
  • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
  • Female with the above qualifications are encouraged to apply.
How to Apply

Interested candidates are invited to submit their applications via email to hrdeptsanaa@iom.int  indicating position applied on  subject  line  by  Wednesday  13,  February 2019

In order for the applications to be considered valid, IOM only accepts applications  with a cover letter not more than one  page specifying the motivation for application, with a subject line:

SVN2019/009 Sana’a. Procurement Assistant G5

All applications should include a functional email address, mobile numbers and detailed curriculum vitae (CV).

  • Employer: IOM
  • Category: Logistics
  • Location: Sana'a
  • Posted on: 30 January 2019
  • Deadline: 13 February 2019

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