Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
The International Organization for Migration (IOM) is the UN Migration Agency. With 174 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to:
- Assist in meeting the operational challenges of migration and mobility.
Advance understanding of migration issues
- Encourage social and economic development through migration; and
- Uphold the human dignity and well-being of migrants and mobile populations.
Under the direct supervision of the Supply Chain Officer, the overall supervision of the Head of Supply Chain unit, and in close collaboration with various project managers, the successful candidate will provide support and be accountable for implementing the supply chain activities for the IOM Libya Mission.
- Assist in the planning and implementation, aspects related to procurement and logistical needs to support humanitarian activities within the office including: organize and maintain systems/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 SC regarding procurement requests and requirements to consolidate Office overall requirements and optimize purchasing power.
- Assist in planning procurement actions and analyzing procurement requests.
- Ensure the completion of Purchase Requisition Forms submitted to Procurement Unit with the required approvals, and WBS/s. Ensure financial authorization is received from the the all authorized officers according to Purchase Authorization Threshold.
- Assist the SC 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. Assist in soliciting bids or quotations for conformity to specified requirements, select vendors, and confirm terms of Payment and terms of delivery. Update vendors database
- Assist with the bidding process, taking into consideration the value of money, quality, compatibility, payment method, warranty, after-sales services, and the company´s profile reputation.
- Ensure that all Purchase Requisitions (PRs) and Purchase Orders (POs) are posted in PRISM Fl 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 with Finance Unit that appropriate funds are available for each purchase.
- Analysis Summary, Purchase Orders, Assets Disposal Forms, Deeds of Donations, Deeds of Sale, and the Payment Request, Assets Assignment Forms – AAF; Assets Handover Forms-AHF, also assist in tracking the needful approvals from the various signatories.
- 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.
Ensure that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
- Conduct first review of vendor invoices to ensure compliance with PO/Contract and Goods/services received and submit to finance unit PRs with supporting documents
- Ensure that the newly procured assets are registered in PRISM and assigned respective Assets Master Numbers.
- Ensure appropriate records regarding assets disposal procedure; Coordinate with the Procurement Officer to ensure assets are located accordingly and used in IOM's best interest.
- Prepare property lease contracts and rental agreements and its amendments.
- Archiving system update and management with proper labels.
Undertake any other duties within the incumbent's capabilities that might be assigned by the Head SC and SC Officer.
Education
- University degree in Business Administration, Procurement and Supply, Management or a related field from an accredited academic institution, with two year of relevant professional experience; or,
- Completed High School/Secondary education with four years of relevant professional experience.
Specialized training on Warehousing and Logistics is an advantage.
Experience
- A minimum of two years of progressively responsible professional experience in procurement, administrative services or related area is required.
- At least two years of professional experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable.
- Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.
- A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.
- Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful.
- Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
- Team player; ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional backgrounds
Skills
- Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
- Ability to meet deadlines and work under pressure.
- Personal commitment, efficiency, flexibility, drive for results.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, TO COPY-PASTE FROM POSTING DESCRIPTION
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
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.
No late applications will be accepted. Only shortlisted candidates will be contacted.