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Procurement and Logistics Assistant

Vacancy Notice

Open to Internal and External Candidates

Vacancy No.: IOM-VN/0128/22
Position Title: Procurement and Logistics Assistant
Position Grade: G5
Duty Station: Addis Ababa, Ethiopia
Required positions: Multiple positions
Type of Appointment: Fixed Term, One year with the possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 10/14/2022

Under the overall supervision of the Head, Supply chain in Ethiopia and direct supervision of the Supply Chain officer in Addis Ababa, and in close collaboration/coordination with the relevant units at Headquarters (HQ) and regional office (RO), the successful candidate will provide Procurement and Logistics support to both external and internal clients, promoting a client and efficient service-oriented approach.

Responsibilities and Accountabilities:

Procurement

  • Receive and consolidate all procurement requisition forms; verify they have all the required information, comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
  • Assist supervisors in more complex, higher-value purchases.
  • Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
  • Once the purchase is approved, confirm agreement terms with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.), and coordinate the required authorizations.
  • Participate in negotiations with contracted firms on the implementation of activities under the project components and monitor the progress of contracts implementation to ensure that they abide by the stipulated standards, procedures, and planned procurement schedule
  • Monitor status of open purchase requisitions (PR) and purchase orders (PO) and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes and ensure proper recording in the system.
  • Review vendor invoices, prepare payment requests, and coordinate with Finance the timely payment to suppliers/service providers.
  • Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention.
  • Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
  • Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.
  • Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities.
  • Maintain efficient filing system for all procurement records including, Purchase requests, Bids Analysis Summary, Quotations, BEAC Resolution to award, minutes of Bids opening, Evaluation Score sheets, Reports etc. Ensure these records are up to date
  • Provide briefing and technical guidance to all staff in the office on procurement & Logistics related instructions and procedures, this may extend also to IOM Implementing partners.

Logistics

  • Provide support in the planning, implementation and monitoring of logistics activities related to property and asset management, warehousing, insurance coverage, maintenance, and transportation
  • Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance and verify that the drivers are up to date with their tasks.
  • Assist in Logistics and Warehouse operations including all Logistics assets and support in the overall, efficient management of the warehouse
  • Assist in coordinating service and maintenance of office facilities and equipment and continued supply of all essential utilities and items used in the office.

General

  • Provide training and guidance to staff in relation to IOM instructions as well as to external clients such as but not limited to implementing partners.
  • Participate in inter-agency procurement working groups at the sub office level when requested.
  •  Perform other duties as may be assigned.

Job Requirements

Educational Qualification:

  • Completed Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or
  • Completed High school diploma/certificate with five years of relevant professional experience
  • Certification in Procurement, Logistics or Supply Chain Management is an advantage
  •  Certificate of good conduct from the police (required if selected).

Experience:

  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Enterprise Resource Planning (ERP) software (SAP and/or Oracle) is a distinct advantage;
  • Experience in procurement and logistics and working with vendors and service providers;
  • Experience with asset management process;
  • Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage
  • Experience working in an international organization is an advantage.
  • Attention to detail, ability to organize paperwork in a methodical way with ability to prepare clear and concise report;
  • Discreet, details and clients-oriented, patient and willingness to learn new things; and,
  •  Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills:

  • Excellent communication, interpersonal and intercultural skills with ability to work well and harmoniously with colleagues in a multicultural environment
  • Flexible working modalities and ability to meet deadlines and work under pressure
  • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities; and
  • Personal commitment, efficiency, flexibility, drive for results.
  • Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management an added advantage.

Languages:

  • Fluency in English (oral and written) is required.
  • Working knowledge of the local language is an advantage. Knowledge of other languages is desirable.

Competencies:

The successful candidate is expected to demonstrate the following values and competencies:

Values

  • Inclusion and respect for diversity: Respect and promotes individual and cultural differences; encourage diversity and inclusion wherever possible.
  • Integrity and transparency maintain high ethical standards and act in a manner consistent with organizational principles/rules and standards of conduct.
  • Professionalism: demonstrates the ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day challenges.
  • Resource Mobilization – Establishes realistic resource requirements to meet IOM needs

Core Competencies – behavioral 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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

How to Apply

For applicants to be considered, applicants are required to apply via ethiojobs.net indicating the vacancy number with the position title in their application letter, attaching the below listed required documents. Any applicant who misses following the indicated application procedure will not be considered.

  • Motivation/Application letter
  • CV (written in English) with three professional referees and their contacts (both email and telephone) and
  • Copies of all Academic Certificates from an Accredited University

Only shortlisted candidates will be contacted.

We strongly encourage qualified female applicants to apply!

Posting Period:

From 03.10.2022 to 14.10.2022