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Position Title : Procurement and Logistics Officer
Duty Station : Addis Ababa, Ethiopia
Classification : Professional Staff, Grade P2
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 25 August 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.
IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, the following candidates are considered as first-tier candidates:
1. Internal candidates
2. Qualified applicants from the following NMS countries:
Antigua and Barbuda, Benin, Bahamas, Botswana, Belize, Cabo Verde, Czech
Republic, Djibouti, Micronesia (Federated States of), Gabon, Gambia, Guyana, Iceland, Cambodia, Comoros, Lesotho, Luxembourg, Libya, Montenegro, Marshall Islands, Mongolia, Maldives, Namibia, Nauru, Papua New Guinea, Paraguay, Seychelles, Suriname, El Salvador, Swaziland, Timor-Leste, United Republic of Tanzania, Holy See, Saint Vincent and
the Grenadines, Venezuela (Bolivarian Republic of), Vanuatu, Samoa
Context:
Under the overall supervision of Chief of Mission and the direct supervision of the Resource Management Officer (RMO) in Addis Ababa, Ethiopia. The successful candidate will be responsible and accountable for procurement and logistics activities for the IOM Mission in Ethiopia.
Core Functions / Responsibilities:
Monitor the overall Procurement activities within Ethiopia and other related tasks in Addis Ababa and its sub-offices which include Procurement, Assets Control, Supply, and Service/Maintenance.
Support the Head of Sub-Office(s) and Head of Unit(s) and Programme Manager(s) regarding procurement and service requests requirements and optimize purchasing power.
Responsible for planning procurement actions and analysis of procurement requests.
Liaise with RMO (Resource Management Officer) on issues/improvements required to ensure compliance with procurement and financial regulations.
Provide technical guidance and assistance to Procurement staff under his/her supervision.
Ensure that procurement plans are coordinated and agreed with Head of Units/Programme Managers; follow up on purchase order (PO) statuses and keep the head(s) of unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.
Solicit bids, quotations and tender documents; oversee the bidding process and provide support for procurement transactions, analyzing them for conformity to specified requirements; conduct appraisals, select suppliers and coordinate with Global Procurement Unit in Manila whenever procurement procedures are asking for. Make recommendations to RMO for finalization of purchases. Maintain a close relationship with Finance unit to ensure that payments are processed promptly and accurately; prepare purchase orders and ensure authorization is received from the RMO and Chief of Mission
Ensure up-to-date inventories, tracking and recording of inventory and fixed assets, and the accurate reflection of these items in PRISM.
Assist in the adherence of the Mission to stockroom management practices in order to ensure there is no undue overstocking or loss, and control supply stock and monitor consumable materials in order to provide staff with ready access to commonly used items.
Monitor maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.
Work in close collaboration with the Non Food Items and Emergency Shelters (NFI/ES) Cluster Coordinator on NFI and ES procurement related issues.
Maintain contact and coordinate with relevant cluster Focal Points and Office for the Coordination of Humanitarian Affairs (OCHA) and Logistics Focal Points from humanitarian agencies on the ground on issues concerning the work of IOM.
Perform such other duties as may be assigned.
Required Qualifications and Experience:
Education
• Master’s degree in Social Sciences, International Relations, Humanitarian Affairs, Development Studies or a related field from an accredited academic institution with two years of relevant professional experience; or
• University degree in the above fields with four years of relevant professional experience.
Experience
• Extensive field experience in an emergency managing diverse procurement and logistics operations.
• Demonstrated experience in training and managing large teams of co-workers, vendors and suppliers;
• Extensive knowledge of IOM internal procurement and financial rules, as well as IOM’s PRISM
elements as they apply to procurement and logistics;
• Excellent level of computer literacy and good knowledge of SAP/PRISM required.
Languages
Desirable Competencies:
Behavioral
• 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:
Internationally recruited professional staff are required to be mobile.
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, accreditation, any residency or visa requirements, and security clearances. ~
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