Logistics and Procurement Assistant at International Organisational Migration (IOM)

Core Functions / Responsibilities:

• Assist in the implementation, and monitoring aspects related to procurement and logistical needs, including organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services.
• Liaise with Logistics and Procurement coordinator regarding procurement requests and requirements and consolidate them.
• Assist in collecting quotations, preparing bids analysis, processing Purchase Requisitions and Purchase Orders.
• Identify vendors and participate in the evaluation of them against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation.
• Assist Logistics and Procurement Coordinator to createPurchase Orders (POs) into PRISM FI accurately and timely properly capture all procurement requests and commitments in the system.
• Make sure to get a suitable delivery period.
• Follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
• Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
• Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.
• Submit with supporting documentation OIPA to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
• Conducting outdoor activities when necessary for checking prices, collecting bids, procuring with cash, handing over the commodities to the beneficiaries, etc.
• Undertake any other duties within the incumbent’s capabilities that might be assigned.

Required Qualifications and Experience
Education

• Bachelor’s Degree in business administration, Logistics, supply chain management, or any other related fields with two years of relevant professional experience or;
• High school diploma with four years of relevant experience.

Experience

• Interfaces across units and departments within IOM to extract relevant information.
• Communicates clearly and consistently.
• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.

Languages

• IOM’s official languages are English, French, and Spanish.

For all applicants, fluency in English is required (oral and written) and fluency in French is anadvantage.
Required Competencies:
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

• 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.