Job Type:International NGO

Fields of Education: University degree in procurement and supplies management or related field

Organization: International Organization for Migration (IOM)

Salary : N/A

Posted:2016-04-19

Application Dead line:2016-04-26

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 human 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. Internal and external candidates are eligible to apply to this vacancy.

Context:

Under the general supervision of the resources management officer and procurement officer in Addis Ababa, and direct supervision of Head of sub-office in Jijiga, the incumbent will be responsible for handling procurement and logistics related activities of the sub office. Particularly, the incumbent will be responsible for the following

Core Functions /responsibilities

1. Ensure local procurement procedures are in place and followed in accordance with the IOM’s procurement policy and IOM Ethiopia Sub-office procurement matrix.
2. Provide support and assistance in procurement and logistic of goods/services for the sub-office. Provision on the best option in local market and optimize purchasing power
3. In coordination with Head of sub-office and Admin Finance Assistants in the sub-office, undertake the day-to-day operation of the following services:
4. Prepare purchase Request form (PRF) and ensure that all necessary information concerning specifications, justifications, WBS and expected delivery dates are correct
5. Obtain document approvals as required by the sub-office matrix
6. Identify potential vendors and issue request for Quotations (RFQ)
7. Analyzes, evaluats and compares the quotations on Bid Analyses sheet (BAS); and recommend to the   relevant requester. Award orders to the selected vendors who are able to meet the requirement, specification and delivery time at their best offer.
8. Prepare local purchase Order (PO) inclusive necessary information on asset codes, specifications, quantity, prices, delivery dates, payments and vendor contact details
9. Receive and inspect goods/services according to PO specifications and that all goods are in good condition. Ensure that good receiving note (GRN) or any other form of Receiving form is filled
10. Prepare related payment request and follow up with finance
11. Properly record and indicate the above process in SAP PRISM as required
12. Follow up purchase orders status and keep requester and Head of sub-office informed of estimated time of delivery or any changes that may affect or modify the pre-determined delivery condition
13. Manage the overall activities and inventory of the IOM warehouse
14. Maintain warehouse inventory by providing and updating stock cards for each item an ensure the inventory list is updated. Perform physical inventory check minimum every six months and report it to head of sub-office, Asset Focal point at Procurement Unit in Addis Ababa, related Project managers and staff members
15. Supervise and coordinate loading and off-loading process in the warehouse, and ensure appropriate way Bill issued for all items loaded to the transporting vehicle
16. Mobilize daily labours when required, sign and verify the daily labours attendance sheets and process the wage payment to finance by obtaining signatures from the concerned staff members
17. Physically count and check all outgoing and incoming items from and to the warehouse, issue Good Release Notes and Good Receiving Notes and properly keep and file the copies for record  
18. Assist Admin Finance Assistant with asset management tasks as needed
19. Ensure that all procurement and logistic documents are properly copied and filed accordingly
20. Perform other related duties as may be required

Required Qualifications and Experience

Education

• University degree in procurement and supplies management or related field of study, with two years of relevant training and professional experience
• College Diploma in purchasing and material management, with four years of relevant professional experience in managing procurement and logistics activities

Experience

• Experience with UN, international organizations & NGOs is desirable
• Demonstrated ability of working effectively and harmoniously with colleagues from varied culture and professional backgrounds in order to achieve desired goals
• Analytical, communication, interpersonal and advocacy skills
• Sensitive to and awareness of the local development
• Good knowledge of computer management and applications

Languages

Thorough knowledge of English, Amharic and Somali

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
• Team work – 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.

Technical

• Computer literacy

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:

Interested candidates are invited to submit their applications, CV with photocopies of educational /training certificates via our e-mail address RECADDIS@iom.int or to IOM office in Addis Ababa and jijiga sub office in person to the below address by April 26, 2016 at the latest, referring the title of this advertisement.

Resource Management Unit

International Organization for Migration (IOM)

Bole Kefle ketema, Kebele 02

Africa Avenue, Erkata Building

Behind Bole DH Geda Building

Addis Ababa – Ethiopia

Only shortlisted candidates will be contacted

We strongly encourage qualified women to apply

Posting Period:

From 17.04.2016 to 26.04.2016

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