Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

 

Project Context and Scope

Under the overall supervision of the WASH, Shelter and Infrastructure Programme Coordinator, and general supervision of Senior procurement Associate in close coordination with relevant departments, sub-offices, and field teams, the Consultant - Procurement Associate will be responsible for handling end-to-end procurement and supply chain process and activities in the Mission. Particularly, the incumbent will be responsible for the following.


 
Organizational Department / Unit to which the Consultant is contributing

 
WASH, Shelter and Infrastructure

Responsibilities

Tasks to be performed under this contract
  • Provide procurement and supply chain support of goods and/or services in accordance with the IOM’s procurement policy and other related regulations and procedures. 
  • Apply IOM procurement principles of best value for money, accountability, integrity, transparency, fairness, effective completion and best interest of IOM throughout the entire procurement process; to ensure cost-effective use of resources and solutions in respond to the operational needs. 
  • Process the assigned Purchase Request (PR) and prepare the solicitation document, solicit quotations and prepare evaluation accordingly.  Seek the related approval according to the Mission’s approval matrix.
  • Perform the role as bid committee secretariat, including conduct bid opening, prepare minutes of bid opening, evaluation form and obtain necessary approvals.
  • Prepare Purchase Order (PO) and/or related procurement contract and its amendment or extension as applicable, ensure all relevant annexes are attached and agreement is signed by both parties 
  • Follow up purchase orders status and keep requester informed of estimated time of delivery or any changes that may affect or modify the pre-determined delivery date and condition
  • Notify logistics and requesting colleagues of incoming delivery; and share the relevant Purchase Order for cross checking and preparation of Receiving Report
  • Prepare Request for Payment, ensure proper supporting documents from Purchase Request until Receiving Report are attached, submit it to Finance in timely manner
  • Ensure appropriate and timely closure of open PRs and POs 
  • Do e-filing for the assigned Procurement & Supply Chain documents 
  • Undertake field travel as required
  • Perform other related duties as may be required

Qualifications

Required Qualifications and Experience

Education

  • Bachelor Degree in Business Administration/Supply Chain/Logistics/Commerce with 3 years experience or a Diploma in Business Administration/Supply Chain/Logistics/Commerce with 5 years work experience. 

  • Chartered Institute of Procurement and Logistics (CIPS) certification minimum of level 2 is desired but not a mandatory requirement.

Experience

  • At least 3 years practical experience in supply chain/logistics/warehousing, for degree holders and atleast 5 years practical experience in supply chain/logistics/warehousing, for diploma holders.

  • Awareness in asset inventory and filing matters. 

  • Honest, hardworking and trustworthy. 

  • IOM knowledge in asset management. 

Skills

  • In-depth knowledge in Procurement and Supply Chain Management  

Languages

For this consultancy, fluency in English is required, knowledge of Kiswahili is desirable.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

  • Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
  • Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
  • Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
  • Courage: Demonstrates willingness to take a stand on issues of importance.
  • Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

  • Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
  • Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
  • Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
  • Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
  • Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

IOM covers Consultants against occupational accidents and illnesses under the Compensation Plan (CP), free of charge, for the duration of the consultancy. IOM does not provide evacuation or medical insurance for reasons related to non-occupational accidents and illnesses. Consultants are responsible for their own medical insurance for non-occupational accident or illness and will be required to provide written proof of such coverage before commencing work. 

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, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info

Contract Type: Consultancy (Up to 11 months)
Initial Contract Duration: 6 months
Org Type: Country Office
Vacancy Type: Consultancy
Recruiting Type: Consultant
Grade: UG
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No
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