Ended Procurement Assistant (G4)

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-4
Type of Appointment:    Special Short-Term (SST) Graded  Contract, 6 Months (Renewable)
SVN No.:    SVN2019/010
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 of Procurement and Logistics (HPL) 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

Core Functions / Responsibilities:

  1. Open a registry of all incoming PRFs to Procurement and Logistics Unit and establish a tracking system for easy search  about  their  outcomes.
  2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track and filling system.
  3. Assist the Procurement and Logistic Unit  in proper filling   system
  4. Maintain proper Market survey sheet and maintain a data base for estimated cost based on previous  purchase.
  5. Create a centralized filing system for all copies of, NAP, contract, addendums and Deed of Donations treated for    the Filed Mission
  6. Control the inbox for the reception of physical quotations in the office, sort them out by RFQs reference for Procurement and Logistics Officer actions,
  7. Control the cleaning materials and reports monthly to the Procurement and Logistics Office in case of replenishment,
  8. Undertake official outdoor visits in Sanaa town on behalf of Procurement and Logistics Unit when required,
  9. Receive Procurement and Logistics Unit incoming visitors, guide them the required staff,
  10. Post Request for Quotation upon request of the Procurement and Logistics Officer
  11. Prepare and post all Requests for Quotations (RFQ), Request for Proposal (RFP) under the guidance of the Procurement and Logistics Officer,
  12. Prepare and submit to Finance Unit all payment requests related to Utility Bills, Internet Bills, and Landlines Bills before end of the  closure of the   Month.
  13. Prepare tracking for each dispatch by coordination with destination sub-office and get the proper confirmation and status of the arrived goods, Ensure appropriate funds are available for  purchase.
  14. Develop a centralized tracking system either electronically or physically for all PRFs and POs received and posted    in Procurement Unit in specific files for easy   reference,
  15. Monitor and supply offices supplies and cleaning materials for Sanaa Office on a quarterly basis,
  16. Perform any other duties as assigned by Procurement officer or Head of Procurement and Logistics.

Required Qualifications and Experience

Education

  • Degree / Certificate in Purchasing and Supplies, Logistics or Business Administration or related field;
  • Thorough understanding of IOM Procurement and Logistics policies, rules and regulations.
  • Knowledge on local road safety and  highway   regulation.
  • Knowledge of motor mechanic, vehicle and equipment maintenance
  • or an equivalent combination of education, training & experience;

Experience

  • Minimum Three Years (One Year for Degree Holders) in Procurement and Logistics;
  • 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

Languages

  • Fluency English and Arabic

Required Competencies

The incumbent is expected to demonstrate the following competencies:

  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and   stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seeks new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  • Performance Management – identify ways and implement actions to improve performance of self and others.
  • Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
  • Professionalism  -   displays  mastery  of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

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:

SVN2019/010 Sana’a. Procurement Assistant G4

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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