Procurement and Logistics Assistant

SPECIAL VACANCY NOTICE
Open to Internal and External Candidates
Position Title: Procurement and Logistics Assistant
Vacancy No : SVN/IOMSO/053/2016
Duty Station: Nairobi, Kenya
Classification: General Service Staff, Grade G5/1
Type of Appointment: Short term, six (6) months with possibility of extension
Organizational unit : Resource Management Unit - OTI
Reporting directly to : Procurement and Logistics Officer - OTI

Overall supervision: Resource Management Officer (RMO) – OTI

Estimated Start Date: As soon as possible

Closing Date: 1st,JULY 2016

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.
Context:
The SSI program in Somalia is primarily a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas, and with all levels of Government, particularly newly formed District Administrations and regional state institutions. The overall objective of the program is to support the political transition of Somalia towards a functioning and stabilized Federal State through activities that promote good governance, consolidation of the federal structure, and a receptive environment to respond to emerging political contingencies.
Under the overall guidance of the Resource Management Officer of OTI Somalia in Nairobi, and under the direct supervision of Field Coordinator based in Mogadishu, the successful candidate will be responsible for organizing, administrating, tracking and managing all aspects of the Procurement and logistics activities funded by the Office of Transition Initiatives (OTI) in South West and Juba land regional Administration in Somalia in Phase 1 and in Galmudug Regional Administration in the second phase, in accordance with IOM’s regulations, rules and procedures.
The Procurement and Logistics Assistant will be expected to play an active and constructive role in providing procurement and logistics coordination of all grants-specific items in accordance with IOM’s regulations, rules and procedures. In particular, s/he will:
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.
Page 2 / 3
Core Functions / Responsibilities:

1. Responsible for organizing and/or tracking the local procurements of goods and services/labour made in the field for grant specific projects. Coordinate local procurements with the field units;
2. Track and monitor local procurements of goods and services/labour, made by selected contractors or grant specific projects;
3. To raise Purchase Requisitions Forms (PRFs) and track accurately and on a timely basis to ensure that all procurement requests are captured in the system and commitments for various procuring projects are captured;
4. Get the quotations and prepare Bids Analysis Summary in conformity to specified requirements (PRF), conduct appraisals and confirm terms of agreement with selected suppliers; prepare purchase orders both manually and ensure authorization by relevant authorities according to Mission Permanent Instructions;
5. Ensure that the hand-over documents of items procured by the Program to selected community implementing organizations are well documented;
6. Ensure that the procurements made in the field are all properly documented; vouchers for payments and other supportive documents should be filled and shared with the Grants Unit;
7. Analyse and advise, for new grant projects to be implemented, how to streamline local procurements;
8. On a monthly basis, maintain and update a list detailing the costs of most common items procured in the locations where the Program is operating;
9. Perform any other duties as may be assigned.
   Required Qualifications and Experience
   Education
    University Degree in Business Administration or a Higher Diploma in Procurement or an equivalent combination of training and experience. Thorough understanding of USAID Procurement and Logistics policies, rules and regulations.
   Experience
    Minimum five (5) years relevant experience in a similar position, with specific focus on local/international procurement, clearing & forwarding, VAT, laws and regulations, insurance and inventory/stock/supplies and management;
    Knowledge of MS Project and common software applications such as Word, Excel, PowerPoint and Access.
    Demonstrated ability to maintain integrity in performing responsibilities assigned;
    Previous experience with UN and International Agencies, or NGO’s an advantage;
    Delivers on set objectives in hardship situations;
    Effectively coordinates actions with other implementing partners;
    Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country or regional objectives.
   Languages
   Fluency in English required. Somali is an added advantage.
   Page 3 / 3
   Required Competencies
   Behavioural
    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.
    Technological Awareness - displays awareness of relevant technological solutions;
    Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.
   Other
   Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
   Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
   Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

HOW TO APPLY:

How to apply:
Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (SVN No) with three professional referees and their contacts (both email and telephone) to:recruitmentsomalia@iom.int
Closing Date: 01 July, 2016. Only shortlisted candidates will be contacted.
Posting period:
From 17.06.2016 to 01.07.2016