Open to Internal and External Candidates
Position Title : Procurement and Logistics Assistant (3 Vacancies)
Duty Station : Tripoli, Libya
Classification : G4
Type of Appointment : Special Short Term, 6 months with possibility of extension
Estimated Start : As soon as possible
Reference Code : SVN.LY10.2021.07
Closing Date : Jun 10, 2021
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 a diverse and inclusive work environment. Internal and external
candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal
candidates are considered as first-tier candidates.
Context:
Under the direct supervision of the Procurement and Logistics Officer, the overall supervision of the Procurement and Logistics Officer in close collaboration with Global Procurement and Supply Unit in Manila the incumbent will be responsible and accountable for providing necessary support to procurement functions of IOM Libya office. He will be responsible for the following:
Core Functions / Responsibilities:
- Assist the Procurement and Logistics Officer (P&L Officer) regarding procurement requests and requirements to consolidate Office overall requirements and optimize purchasing power;
- Verify the completion of Purchase Requisition Forms submitted to Procurement Unit with the required signatures, and WBS/s. Confirm 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, analysing them for conformity to specified requirements; participate in appraisals and selection of suppliers according to standard procedures;
- 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 capture procurement requests and commitments in the system;
- 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 verify 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 Requisitioned 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 coordinate payments;
- Maintain records of all processed transactions, an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc.
- Assist the P&L Officer in monitoring maintenance, utility bills and repair of office facilities, including preventive maintenance;
- 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’ best interests and donors’ mandate. Update vendor’s database;
- Keep track and assist P&L Officer in preparing contracts and service agreements and its amendments;
- Undertake any other duties within the incumbent’s capabilities that might be assigned by the P&L Officer.
Required Qualifications and Experience
Education
- Bachelor’s degree in business administration, Management, Logistics, Procurement, Accounting or a related field from an accredited academic institution with two years of relevant professional experience or;
- High School degree with four years of relevant professional experience;
Experience
- Experience in managing diverse procurement and logistics operations;
- High level of computer literacy (MS Office Word, Excel and Outlook)
- Particular experience in computerized accounting systems including SAP application;
- knowledge of IOM internal procurement and financial rules, as well as PRISM elements as they apply to procurement and logistics is an advantage
Skills
- Demonstrated ability to communicate clearly and effectively with clients;
- Excellent organization and analytical skills, attention to details, and ability to work with minimum supervision.
- Ability to work under pressure with minimum supervision
Languages
- Fluent English.
- Working knowledge of French and/or Spanish is an advantage.
Required Competencies
Values
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Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
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Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
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Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core Competencies – behavioural indicators level 1
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Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
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Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
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Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
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Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
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Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
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 updated CV with a cover letter to hrdlibya@iom.int , by 10 June 2021 at the latest, mentioning the job title in the subject line. Emails without such indication will not be considered.
Only shortlisted candidates will be contacted.
Posting period:
From 03.06.2021 to 10.06.2021
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