Procurement and Logistics Assistant-Maternity Cover

Organizational Context and Scope

Under the overall supervision of the Resource Manager Officer in Senegal and direct supervision of the Supply Chain Officer ; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for managing the resources management functions in Senegal.

Responsibilities and Accountabilities:

1- Organization of procurement process including;
a. Receive the approved procurement and supply requisitions Assigned by the procurement authority
b. Conduct RFQs, ITBs or RFPs
c. Receipt of quotations, bids or proposals
d. Evaluation of received proposals/quotations to ensure compliance with IOM procurement policy

e. Share and advice the project managers and supervisors on offer collected and best goods/services to be procured.
f. Prepare Purchase orders/ contracts and ensure all approvals are obtained, deliver the Purchase orders to the suppliers and obtain their signatures on the same.
g. Follow up with suppliers and ensure timely and proper delivery of the Goods/ Services.
h. Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes
2 – Conduct first review of vendor invoices to ensure compliance with order and goods/services received.
3 – Prepare Payment requests and ensure timely payment to suppliers/ service providers.
4 – Assist in the contract process throughout the procurement cycle including needs definition, market research, tender issuance and vendor performance evaluation in accordance to IOM procurement rules.
5 – Keep proper data base of procurement related contracts and coordinate with the Senior Procurement assistant on any expiring contracts that requires renewal.
6 – Make sure all purchased assets are properly recorded into SAP and perform regular inventory checks to ensure physical assets are tallying with records in SAP and that all assets are properly tagged.
7 – Suggest internal control mechanisms to safeguard the Organization’s assets and prevent fraud. Ensure that appropriate records of assets disposal are kept on and those assets are disposed as per IOM Procurement and Asset Management policies.
8 – Conduct and follow up the office needs of stock, expendables, services and share the same with the Senior Procurement Assistant.
9 – Assist in all other logistics services, such as maintenance and repair of office facilities (including preventive maintenance), maintenance of the fleet of IOM vehicles and other common support services at the Mission as well as establish maintenance agreements with competent providers when it is feasible and determined to be cost-effective.
10 – Maintain proper filing of all procurement-related documents.
11 – Participate in the One UN procurement Working Group
12 – Perform any other duties as may be required.

Required Qualifications and Experience
EDUCATION

• High School diploma with five years of relevant experience; or,
• Bachelor’s degree in Procurement, Business Administration, Project Management with 3 years of relevant professional experience;

EXPERIENCE
• Demonstrated proficiency in Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Publisher and SharePoint.
• Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested.
• Capable of working under stressful and difficult conditions.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Previous work experience with an international/UN organization would be a strong advantage.

SKILLS
• Excellent communication, interpersonal and intercultural skills with ability to work well in a multicultural environment.
• Flexible working modalities and ability to handle pressure is desirable.

Languages1

IOM’s official languages are English, French, and Spanish.

REQUIRED
For this position, fluency in French and English is required (oral and written).

DESIRABLE
Working knowledge of local language

Competencies2
The incumbent is expected to demonstrate the following values and competencies:

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 – Level 1
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.