المنظمة الدولية للهجرة مساعد مشتريات لوجستية طرابلس

Position Title: Procurement and Logistics Assistant



Duty Station: Tripoli Libya



Classification: G4 - UG



Type of Appointment: Special Short Term for 6 months with the possibility of extension.



Estimated Start Date: As soon as possible



Closing Date: 17.09.2018



Reference Code: LY10/2018/010



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:





Under the overall guidance of the COM and the direct supervision of the Procurement and Logistics Officer, the incumbent will be responsible and accountable for providing necessary support to procurement functions of IOM Libya office in Tripoli



Core Functions / Responsibilities:



Assist in the planning and implementation, aspects related to procurement and logistical needs to support humanitarian activities within the office including: organize and maintainsystems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up-grading, insurance management, customs clearance/government paperwork's, assets control:


Assist the Procurement and Logistics Officer (P&L Officer) regarding procurement requests and requirements to consolidate Office overall requirements and optimize purchasing power;


Ensure the completion of Purchase Requisition Forms submitted to Procurement Unit with the
required signatures, and WBS/s. Ensure financial authorization is received from the Program
Manager, RMO, COM, according to Purchase Authorization Threshold;


Receive and review requisitions for clarity of specifications, obtain additional information if considered necessary and liaise with the user Departments and, if necessary, confirm that the requisite budgetary resources exist with Finance Unit;


In coordination with the P&L Officer solicit bids, quotations and tender documents; assist in the bidding process and provide support for procurement transactions, analyzing them for conformity to specified requirements; conduct appraisals, select suppliers according to standard procedures;


Ensure that procurement plans are coordinated and agreed with Programme Managers;


Make recommendations to RMO & P&L Officer and Chief of Mission for finalization of Purchases;








Prepare purchase orders in coordination with P&L Officer and ensure authorization is received from the RMO and Chief of Mission; 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;


Accurately and on a timely manner to ensure that all procurement requests are captured in the system and commitments for various requirements are properly captured;


Ensure the timely delivery of procured supplies and materials. Follow up with the Vendor for supply system and status of supplied item at its destination like installation, commissioning etc.;


In coordination with the Project Manager, P&L Officer and RMO check all supplies delivered and ensure that the supplies are appropriate and in accordance to the specification required, as indicated in the order form;


Ensure that the “Goods/Service Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered, and/or the goods are received.;
Conduct first review of vendor invoices to ensure compliance with POs/Contracts and goods/works/services received; prepare Request for Payment (RFP) and maintain a close relationship with Finance unit to ensure that payments are processed promptly and accurately;


Maintain records of all processed transactions ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc. are kept;


Assist the P&L Officer in the adherence of the Mission to stockroom management practices 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;


Coordinate shipment of goods/supplies from Tunis to Tripoli as well arrangements for staff personal effects;


Assist the P&L Officer in monitoring maintenance, utility bills 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;


Assist the P&L Officer in the Identification and evaluation of vendors against performance, reliability,quality, value of money, delivery of equipment Service in respect of the organizations' bestinterests and donors' mandate. Update vendor’s database;


Ensure appropriate records ofasset assignments, assets disposal procedures; coordinate with the P&L Officer to ensure assets are located accordingly and used in IOM's best interest;


Keep track and assist P&L Officer in preparing property lease contracts and service agreements and its amendments;


Ensure that all IOM assets (furniture, equipment’s, vehicles, etc.) are labeled and sufficiently insured at all times through a reputable Insurance Company under the best terms and conditions. Follow up on any claims that may arise;


Undertake any other duties within the incumbent's capabilities that might be assigned by the P&L Officer.






Required Competencies:



The incumbent is expected to demonstrate the following technical and behavioral



Accountability

Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
Client Orientation

Identifies the immediate and peripheral clients of own work
Establishes and maintains effective working relationships with clients
Identifies and monitors changes in the needs of clients, including donors,
governments, and project beneficiaries

Keeps clients informed of developments and setbacks
Continuous Learning

Contributes to colleagues' learning
Demonstrates interest in improving relevant skills
Demonstrates interest in acquiring skills relevant to other functional areas
Keeps abreast of developments in own professional area
Communication

Actively shares relevant information
Clearly communicates, and listens to feedback on, changing priorities andprocedures
Writes clearly and effectively, adapting wording and style to the intendedaudience
Listens effectively and communicates clearly, adapting delivery to theaudience
Creativity and Initiative

Actively seeks new ways of improving programmes or services
Expands responsibilities while maintaining existing ones
Persuades others to consider new ideas
Proactively develops new ways to resolve problems
Leadership and Negotiation

Convinces others to share resources
Actively identifies opportunities for and promotes organizational change
Presents goals as shared interests
Articulates vision to motivate colleagues and follows through withcommitments
Performance Management

Provides constructive feedback to colleagues
Identifies ways for their staff to develop their abilities and careers
Provides fair, accurate, timely, and constructive staff evaluations
Uses staff evaluations appropriately in recruitment and other relevant HRprocedures
Holds directly reporting managers accountable for providing fair,accurate, timely, and constructive staff evaluations
Planning and Organizing

Sets clear and achievable goals consistent with agreed priorities for selfand others
Identifies priority activities and assignments for self and others
Organizes and documents work to allow for planned and unplannedhandovers
Identifies risks and makes contingency plans
Adjusts priorities and plans to achieve goals
Allocates appropriate times and resources for own work and that of teammembers
Professionalism

Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, andpromotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting torelevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migrationSolutions
Teamwork

Actively contributes to an effective, collegial, and agreeable teamenvironment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Delegates tasks and responsibilities as appropriate
Actively supports and implements final group decisions
Takes joint responsibility for team's work
Technological Awareness

Learn about developments in available technology
Proactively identifies and advocates for cost-efficient technology solutions
Understands applicability and limitation of technology and seeks to apply it to appropriate work
Technical

Effectively applies knowledge of relevant financial discipline
Develops / follows internal control procedures to prevent fraud and mismanagement;
Ensures application of institutional financial policies and guidelines;
Advocates incorporation of financial considerations into processes and procedures;
Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff




Required Qualifications:



Education & Experience:



Bachelor degree in Business Administration, Management, Logistics, Procurement, Accounting or a related field from an accredited academic institution with three years of relevant professional
experience or High School degree with five years of relevant professional experience;
High level of computer literacy (MS Office Word, Excel and Outlook)
Particular experience in computerized accounting systems including SAP application;
Experience in procurement and logistics operations is required
knowledge of IOM internal procurement and financial rules, as well as PRISM elements as they apply to procurement and logistics is an advantage


Languages:
Arabic, English and French (Fluent)

How to apply:



Interested candidates are invited to submit their updated CV with a cover letter to hrdlibya@iom.int, by 17 September2018 at the latest, mentioning the reference code and the job title in the subject line. Emails without such indication will not be considered.



Only shortlisted candidates will be contacted.



Posting period:



From 08.09.2018 to 17.09.2018

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