UN Jobs – Senior Procurement Assistant – International Organization for Migration (IOM)
Job Title: Senior Procurement Assistant
Organization: International Organization for Migration (IOM)
Duty Station: Kampala, Uganda
Reports to: Logistics and Procurement Officer
About US:
Established in 1951, International Organization for Migration (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.
Job Summary: The Senior Procurement Assistant will be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures:
Key Duties and Responsibilities:
- Render support in the planning, implementation, controlling and monitoring aspects related to procurement and logistical needs to support SSCos Project and any other IOM’s humanitarian activities within the mission, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up-grading, assets management,
- Work closely with the Logistics and Procurement Officer regarding procurement and service requests and requirements, to consolidate overall mission procurement requirements and optimize purchasing power.
- The Senior Procurement Assistant will participate in planning procurement actions and analysis of procurement requests.
- Ensure that the Purchase Requisition Forms submitted to Procurement Unit are perfectly completed; regarding needful signatures, and WBS/s. Ensure financial authorization is received from the Program Managers, RMO, CoM, and GPSU/MAC according to Purchase Authorization Threshold.
- Ensure with Finance Unit that appropriate funds are available for each purchase.
- Identify service providers and participate in evaluation of vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates.
- The Senior Procurement Assistant will also solicit and analyze bids for conformity to specified requirements, conduct supplier appraisals and select suppliers.
- Taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation.
- Make sure to get a suitable delivery period which meets the projects implementation schedule.
- 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 through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
- By coordination with the Logistics procurement officer, ensure that LEG Dept in Geneva has reviewed and endorsed the agreements/contracts prior the signature.
- Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received and perform MIGO in PRISM.
- Send all goods and assets to field offices using most efficient way.
- Liaise with field offices and field procurement assistants to confirm all items sent are properly received and PRISM is updated.
- Conduct first review of vendor invoices and verify compliance with POs/Contracts and goods/works/services received.
- Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments or Mission Payment Requests (MPR). Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
- Liaise with the local/private transportation companies concerning transport and delivery of goods to the field locations. Coordinate the loading/offloading of the cargo when needed and hire a sufficient labor to cover the job properly.
- Participate in Inter-agency for a, including the procurement Working Group and Logistics Cluster when called upon
- Monitor the vendors for the compliance to the contractual agreements.
- Undertake any other duties as may be assigned.
Qualifications, Skills and Experience:
- The International Organization for Migration (IOM) Senior Procurement Assistant job opportunity should hold a Bachelor’s degree or Higher in Purchasing and Supplies, Business Administration or any other related and relevant field from an accredited academic institution with four years of relevant professional experience; or High School degree/Certificate in the above fields with six years of relevant professional experience.
- Relevant experience in Logistics and Procurement;
- Should be a member or have Certification of C.I.P.S (Chartered institute of Purchasing and Supply) or its equivalent
- Maintains confidentiality, discretion and accuracy in appropriate areas of work;
- Proven ability to coordinate work of others, within and outside IOM;
- Work experience in an international organization preferred;
- Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when required;
- Ability to communicate effectively both orally and in writing
- Ability to work in a multicultural environment
- Good at negotiating, networking and dealing with numbers
- Fair knowledge in using office equipment and excellent knowledge in spreadsheet programs like Excel, Word and mail exchange
How to Apply:
All suitably qualified and interested candidates should send their updated resumes with three references electronically to hruganda@iom.int. The subject of your email should be the Reference Number and Position Title i.e. “SVN: 03/05/018 Senior Procurement Assistant.” Please ensure that send your attachments as ONE DOCUMENT in PDF. The title of your attachment should be your full name.
NB: Since the system is automated, if you do not follow the above mentioned instruction your application may be missed by the system.
Deadline: 27th May 2018
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