(Offre en anglais) IOM LIBYA MISSION IN TUNIS recrute un Procurement Assistant عودة إلى الفرص

Position Title: Procurement Assistant
Duty Station: Tunis, Tunisia
Type of Appointment: Special Short Term for 6 months with possibility of extension.
Estimated Start Date: As soon as possible
Closing Date: January 29, 2018
Reference Code: LY20-2018-CFC-002

Established in 1951, 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.

Context:

Under the overall guidance of the COM and the direct supervision of the RMO and the Procurement Officer, the incumbent will be responsible and accountable for providing necessary support to procurement functions of IOM Libya office in Tunis:

Core Functions / Responsibilities:

1. 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.
2. Assist the RMO regarding procurement requests and requirements to consolidate Office overall requirements and optimize purchasing power.
3. Assist in planning procurement actions and analyzing procurement requests.
   IOM is committed to a diverse and inclusive 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.
4. Ensure the completion of Purchase Requisition Forms submitted to Procurement Unit with the required signatures, and WBS/s. Ensure financial authorization is received from the Program Manager, RMO, COM, and FPU/MAC according to Purchase Authorization Threshold.
5. Assist the RMO 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
6. Assist with the bidding process, taking into consideration the value of money, quality, compatibility, payment method, warranty, after selling services, and the company´s profile reputation.
7. 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.
8. Ensure with Finance Unit that appropriate funds are available for each purchase.
9. Complete all Procurement and Logistics related forms; like Purchase Requests, Bids
10. 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 signatures from the various signatories.
11. 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.
12. Ensure that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
13. 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
14. Ensure that the newly procured assets are registered in PRISM and assigned respective Assets Master Numbers.
15. 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.
16. Prepare property lease contracts and rental agreements and its amendments.
17. Ensure that all IOM assets (furniture, equipment, vehicles, etc) are sufficiently insured at all times through a reputable Insurance Company under the best terms and conditions. Follow up on any claims that may arise.
18. Archiving system update and management with proper labels.
19. Undertake any other duties within the incumbent’s capabilities that might be assigned by the RMO and Procurement Officer