SVN No: SVN/IOMSO/053/2014
Position title: Procurement Clerk
Position grade: G3/01
Type of contract: Short Term Special Contract
Duty station: Nairobi, Kenya
Duration of Assignment: 6 Months with possibility of extension
II. Organizational Context and Scope
Under the overall supervision of the Procurement and Logistics Officer, and under the direct supervision of the Procurement and Logistics Assistant, the incumbent will provide clerical assistance including but not limited to canvassing of prices of goods and materials, preparing Purchase Orders, receiving and checking of goods as well as preparing payment requests, reporting and encoding. In particular, he/she will:
III. Responsibilities and Accountabilities
Receive all procurement and supply requisitions from the main office, sub offices and field offices and makes sure all are endorsed prior to procuring;
Solicit for offers and quotations, and prepare Bids analysis accordingly;
Share and advice the project managers and supervisors on offers collected and best goods/services to be procured;
Make sure all purchases are performed according to IOM procurement rules;
Prepare Purchase orders/ contracts and ensures all approvals are obtained, deliver the Purchase orders to the suppliers and obtain their signatures on the same;
Follow up with suppliers and ensures timely and proper delivery of the Goods/ Services;
Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit;
Follow- up and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery;
Conduct first review of vendor invoices to ensure compliance with order and goods received;
Prepare Payment requests and ensures timely payment to suppliers/ service providers;
Timely update and correctly enter all related data of purchases into PRISM;
Makes sure all purchased assets are properly recorded into PRISM;
Keep proper filling system for all procurement documents;
Assist in preparation of workshop and conference materials (finding venues, resources, photocopying conference material and compiling resources e.g CD);
Prepare payments for the suppliers/contractors;
Assist in preparing financial documentation like local purchase orders (LPOs), payment requests, purchase requisition form etc. pertaining to the office requirements in Nairobi and the field;
Assist in ensuring timely submission of all financial documents to the finance department by the stipulated date;
Perform any other duties as may be required from time to time.V. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
a) takes responsibility and manages constructive criticism;
b) works effectively with all clients and stakeholders;
c) promotes continuous learning: communicates clearly;
d) takes initiative and drives high levels of performance management;
e) plans work, anticipates risks, and sets goals within area of responsibility;
f) displays mastery of subject matter; g) contributes to a collegial team environment;
h) incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
i) displays awareness of relevant technological solutions;
j) works with internal and external stakeholders to meet resource needs of IOM
Technical
a) Delivers on set objectives in hardship situations;
b) effectively coordinates actions with other implementing partners;
c) Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance mission’s office objectives;
d) follows internal control procedures to prevent fraud and mismanagement.
Education and Experience
Diploma in Purchasing and Supplies, Logistics or Business Administration;
At least 3 years of professional work experience in Procurement and Logistics, preferably in a non-government organization or UN agencies;
Thorough understanding of IOM Procurement and Logistics policies, rules and regulations;
Experience on VAT exemptions procedures and Knowledge on Government requirements on duty exemptions;
Demonstrated ability to maintain integrity in performing responsibilities assigned;
Ability to pay close attention to details, take initiative and work with minimal supervision;
Ability to pay close attention to details, take initiative and work with minimal supervision;VI. Languages Required Fluent English Advantageous SomaliHow to apply:
Method of Application
Interested candidates should submit CV and a cover letter Quoting the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
International Organization for Migration (IOM)
Somalia Coordinating office in Nairobi
Human Resources Department,
Gitanga Groove, off Gitanga Road
P.O. Box 1810 - 00606
Nairobi
Or
Send by email to: recruitmentsomalia@iom.int
Closing Date: 29 July 2014
