Career Opportunities at IOM

Core Functions / Responsibilities:

1. Assist in the technical and administrative implementation of the Mixed Migration Programme;
2. Provide support for the overall management and administration of the mixed migration programme including: awareness raising, outreach, advocacy, capacity building and regional cooperation finances, data, and progress reports;
3. Maintain the project-related correspondence and progress, technical reports, visibility and communication material and other relevant background documents;
4. Maintain updates and compiles project documentation, including payment request and similar routine project documentation both for the project and to assist the Project Officer in the commission of their duties;
5. Establish linkages and liaison with partner agencies and ministries, relevant to the project as directed;
6. Organize and arrange regional conferences and/or training sessions related to mixed migration;

IOM is committed to a diverse and inclusive environment. Internal candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

7. Prepare progress reports including financial reports on projects activities;
8. Monitor status of project, compile, summarize and present information/data onactivities and produce reports on a regular basis;
9. Assist in maintaining project administration systems as established by the project officer, including support to field-based staff with administrative/finance/logistical matters.
10. Arrange departmental meetings, taking minutes in meetings and provide relevantdocumentation for the meetings;
11. Prepare Travel Authorisations (TA)and follow up requests for security clearance forthe MM staff and external consultants as required;
12. Follow up and/or prepare payment requests and purchase requisition forms (PRFs)for authorization and coordinate/follow up with COS and finance for payments;
13. Ensures and maintain log book for timely dispatch of Payment Requests and

    Purchase requisitions form(PRFs) as directed;

14. Request for project materials and equipment and follow up with the procurementoffice for delivery and ensure dispatch as required;
15. Assist in the preparation of monthly reports financial and narrative;
16. Support the development of data collection tools and methodologies;
17. Design specific questionnaires for mixed migration research topics and issues;
18. In collaboration with others, support the Migration Response Center Data CollectionSystem.

19.Identify, acquire, load, clean and manage data through tailored spreadsheets,

templates and databases including monitoring of the registration database;

20. Analyse and resolve instances of data duplication or error;
21. Transform, validate, and model data with the purpose of understanding the data bestsuited to address given questions;
22. Explore and apply new data visualization techniques to increase insight and visibilityto data trends and associated policy-related opportunities, challenges and priorities;
23. Develop comparatives graphs and reports informing OCVP comparative reports andtrend analysis;
24. Perform any other related task as may be assigned.

Required Qualifications and Experience

Education

• First level Degree or Diploma in IT, Business Administration.
• Minimum four (4) years of experience in related field
• Previous work experience with an International Organization and NGOs dealing withrefugees would be a strong advantage.
• Strong communication, organizational and interpersonal relationship skills;
• Hard working, good team player, dedicated, ability to monitor and follow up pendingmatters
• Ability to meet deadlines and work under pressure with minimum supervision
• IOM Functional competencies required: effective communicator, successfulnegotiator, creative analytical thinker. Active learner, team player and cross culturalfacilitator
• Advanced knowledge of Microsoft Office and internet applications, Microsoft Outlook,Access and PowerPoint
• Advanced knowledge of mobile data collection especially ODK and KOBO
• Experience in using software programs such as Excel, STATA, SPSS and SAS fordata analysis;
• Basic knowledge of GIS tools and relational databases( e.g. SQL Server-Spatial); Experience
• Previous experience in relevant profession such as public information, administration, logistics, or project administration preferred.
• Previous experience with UN and International Agencies, International and Local NGOs preferred.
• Strong knowledge of computer applications, especially MS Word, Excel, Outlook and Access.Languages
• Excellent command of spoken and written English and Kiswahili. Knowledge of French and/or Arabic or Somalia is an advantage

Required Competencies

Behavioural

The incumbent is expected to demonstrate the following competencies:

• Accountability – Accepts and gives constructive criticism
• Client Orientation – Identifies the immediate and peripheral clients of own work
• Continuous Learning- Contributes to colleagues’ learning
• Communication – Actively shares relevant information
• Creativity and Initiative – Actively seeks new ways of improving programmes or services
• Leadership and Negotiation – Convinces others to share resources
• Performance Management – Provides constructive feedback to colleagues
• Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others
• Professionalism – Masters subject matter related to responsibilities
• Teamwork – Actively contributes to an effective, collegial, and agreeable team environment
• Technological Awareness – Learns about developments in available technology
• Resource Mobilization – Establishes realistic resource requirements to meet IOM needs.OtherAny 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

go to method of application »

Core Functions / Responsibilities:

1. Assist in the planning, implementation, controlling and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities within the mission in Kenya, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up-grading, assets management, fleet management, and office maintenance.
2. Liaise with the Logistics and Procurement Officer regarding procurement and service requests and requirements, to consolidate overall mission procurement requirements and optimize purchasing power.
3. Responsible for planning procurement actions and analysis of procurement requests.
4. Monitor and supervise Procurement Assistants in Kenya mission.

IOM is committed to a diverse and inclusive environment. Only internal candidates are eligible to apply to this vacancy.

5. Ensure that the Purchase Requisition Forms submitted to Procurement Unit are perfectly completed; regarding needful signatures, and WBS/s. Ensure financial authorization is received from the Program Manager, RMO, CoM, and GPSU/MAC according to Purchase Authorization Threshold.
6. Ensure with Finance Unit that appropriate funds are available for each purchase.
7. Identification of service providers, evaluate vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates.
8. Solicit and analyze bids for conformity to specified requirements, conduct supplier appraisals and select suppliers.
9. 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.
10. Make sure to get a suitable delivery period which meets the projects implementation schedule.
11. 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.
12. Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
13. By coordination with the Logistics procurement officer, ensure that LEG Dept in Geneva has reviewed and endorsed the agreements/contracts prior the signature.
14. Ensure that the ‘Goods Receipt Notes’ are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received and perform MIGO in PRISM.
15. Ensure all goods and assets are sent to field offices using most efficient way.
16. Liaise with field offices and field procurement assistants to ensure all items sent are properly received and PRISM is updated.
17. Conduct first review of vendor invoices to ensure compliance with POs/Contracts and goods/works/services received.
18. Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments or Mission Payment Requests (MPR). Follow up with the Finance U nit to ensure that suppliers’ accounts are settled on time.

19.Liaise with the local/private transportation companies concerning transport and delivery of goods from Nairobi to the field locations. Responsible for the loading/offloading of the cargo when needed and hire a sufficient labor to cover the job properly.

20.Carry out the coordination and supervision of logistical operations in the field. Through continues coordination with assistants in the field.

21. Monitor the vendors for the compliance to the contractual agreements.

22. Undertake any other duties within the incumbent’s capabilities that might be assigned by the Logistics/Procurement Officer or the Head of Country Office.

Required Qualifications and Experience

Education

• Bachelor’s degree or Higher in Purchasing and Supplies, Business Administration or any other related and relevant field from an accredited academic institution with four years of relevant professional experience; or
• High School/Certificate in the above fields with six years of relevant professional experience. Experience
• Relevant experience in Logistics and Procurement;
• Ability to maintain confidentiality, discretion and accuracy in appropriate areas of work;
• Proven ability to coordinate work of others, within and outside IOM;
• Work experience in an international organization is preferred;
• Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when required;
• Ability to communicate effectively both orally and in writing;
• Ability to work in a multicultural environment;
• Good at negotiating, networking and dealing with numbers;
• Good knowledge in using a range of office equipment and excellent working knowledge in Microsoft Outlook, Excel, Word and Databases.Languages

  Fluency in English and Kiswahili is required.

  Required Competencies

  Behavioural

• Accountability – Accepts and gives constructive criticism
• Client Orientation – Identifies the immediate and peripheral clients of own work
• Continuous Learning – Contributes to colleagues’ learning
• Communication – Actively shares relevant information
• Creativity and Initiative – Actively seeks new ways of improving programmes or services
• Leadership and Negotiation – Convinces others to share resources
• Performance Management – Provides constructive feedback to colleagues
• Planning and Organizing – Sets clear and achievable goals consistent with agreed priorities for self and others
• Professionalism – Masters subject matter related to responsibilities
• Teamwork – Actively contributes to an effective, collegial, and agreeable team environment
• Technological Awareness – Learns about developments in available technology
• Resource Mobilization – Establishes realistic resource requirements to meet IOM needs

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.