Procurement and Logistics Assistant at International Organization for Migration (IOM)

Core Functions / Responsibilities:

1. Receive all procurement and supply requisitions from offices in Mogadishu, Puntland and Somaliland, project managers in Somalia Coordination Office in Nairobi and make sure all are endorsed prior to procuring using the IOM authorization matrix as applicable for the mission.
2. Process purchase requisitions (PR), requests for quote (RFQ) with vendor/s, prepare bid analysis summaries (BAS) followed by final preparation of purchase order (PO) through PRISM system using Material Management (MM) module. Make sure POs are delivered to suppliers and vendors and their signatures obtained.
3. Perform all purchases a according to IOM procurement rules and implement appropriate mechanisms to avoid fraud and ensure transparency to complement the IOM rules and regulations on procurement. IOM is committed to a diverse and inclusive work environment. Internal candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
4. Provide a monthly checklist on open commitments and follow up with relevant colleagues for the timely closure of all the PRs and POs in the PRISM system.
5. Manage cost effective procurement services in the area of contracts and long term agreements (LTA) in support of IOM Somalia operations.
6. Make sure assets (IOM and beneficiary) are created in PRISM through MM prior to procurement and acquired and transferred, deactivated once project are completed.
7. Inform project managers and supervisors on offers collected and suggest best goods/services to be procured.
8. Follow-up with suppliers on the timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.
9. Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.
10. Maintain efficient filing system for all documents, reports and procurement records, tenders, bids, etc. and update it regularly.
11. Compile with the help of the NPLO a comprehensive database on the reliable vendors, service providers, contractor that could be used in Somali as well Kenya and conduct bi-annual vendor performance reviews, identify specialized supplier opportunities and implement vendor accreditation processes as required.
12. Coordinate with the Finance Department to ensure that prior to the final ordering and delivery of the equipment/materials, the project code, account code and budget line item have been determined.
13. Maintain an office supplies registry and conduct periodic stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner.
14. Provide logistics assistance to projects including, but not limited to identifying appropriate venues for training/workshops, assisting Programme Assistants in preparing and compiling training materials, etc.
15. Draft Service Agreements as and when required and coordinate with LEG Dept. in Geneva the review and endorsement of agreements/contracts prior the signature.
16. Liaise with suppliers and manufacturers for repair and warranty of damaged equipment's. Oversee management of the Mission’s fleet at Nairobi support Office and supervise the Drivers.
17. Plan, organize and coordinate the Nairobi support office’s transport needs and ensure effective and efficient allocation of IOM vehicles and hired transport.
18. Undertake other duties that may be assigned from time to time which are commensurate to the position.

Required Qualifications and Experience

Education

• Bachelor’s degree, in Purchasing and Supply management, Logistics or Business Administration or related field from an accredited academic institution with three years of relevant professional experience or,
•  High school degree certificate from an accredited academic institution with five years of professional experience;

Experience

• Excellent communication and negotiation skills.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Ability to pay close attention to details, take initiative and work with minimal supervision • Knowledge in using office equipment and excellent knowledge in Microsoft Windows. Prior experience in usage of SAP an added advantage.

Skills

Position specific skills, for example:

• In-depth knowledge of procurement best practices. Knowledge of the UN system and its Rules and Regulations a definite asset.
• Excellent communication and negotiation skills. Ability to present clear and concise information. Ability to handle confidential matters;
• Clear analytical skills;
• Very good knowledge of SAP MM module a plus

Languages

•  Fluency in English and Kiswahili both written and spoken is required. Working knowledge of Somali is an added advantage.