(Offre en anglais) IOM TUNIS recrute un Logistics & Procurement Assistant Retour vers les opportunités

Position Title: Logistics & Procurement Assistant
Duty Station: Tunis, Tunisia
Classification: G-5
Type of Appointment: One Year Fixed Term Contract; with the possibility of extension.
Estimated Start Date: July 2017
Closing Date: 14 June 2017
Reference Code: VA-TN 2017-019

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 Chief of Mission in Tunisia, and under the direct supervision of the Senior Resource Management Assistant in Tunis, the incumbent shall be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures.

Core Functions / Responsibilities:

In particular he/she will:

1. Assist in the planning, implementation, controlling and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities within the mission in Tunisia, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up-grading, insurance management, petty cash payment, and customs clearance/government Paperwork’s.
2. Conduct and follow up on the kitchen needs, office needs, supplies, and stationery in Tunis Office and replenish when needed.
3. Ensure there is no undue overstocking or loss.
4. Liaise with the RMA regarding procurement and service requests and requirements, to consolidate overall mission procurement requirements and optimize purchasing power.
5. Support planning of procurement actions and analysis of procurement requests.
6. 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 Manager, RMO, CoM, and FPU/MAC according to Purchase Authorization Threshold.
7. Ensure that all Purchase Requisitions (PRs) and Purchase Orders (POs) are posted into PRISM FI 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. Identify service providers, and participate in the evaluation of vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates.
10. Solicit and analyse bids for conformity to specified requirements, participate in supplier appraisals and selection of suppliers.
11. 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.
12. Make sure to get a suitable delivery period which meets the projects implementation schedule.
13. 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.
14. Verify through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
15. Ensure that the newly procured assets are registered in PRISM and assigned respective Assets Master Numbers.
16. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received.
17. Liaise with the RMO to ensure payment terms are acceptable (if none standard).
18. Ensure proper receipts are received when payment is conducted in cash.
19. Conduct first review of vendor invoices to ensure compliance with POs/Contracts and goods/works/services received.
20. 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.
21. Monitor the vendors for the compliance to the contractual agreements.
22. Ensure that all IOM assets in Tunisia (furniture, equipments, 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.
23. Ensure settling the bills of the utilities, mobile phones, landlines, and the internet in timely manner.
24. Responsible for the petty cash payments.
25. Regular updating for Local Vendors database.
26. Archiving system update and management with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, contracts, etc.
27. Undertake any other duties within the incumbent’s capabilities that might be assigned by the Senior Resource Management Assistant or the CoM.

Desirable Competencies:

Behavioural:

• Accepts and gives constructive criticism.
• Follows all relevant procedures, processes, and policies,
• Meets deadline, cost, and quality requirements for outputs
• Monitors own work to correct errors
• Takes responsibility for meeting commitments and for any shortcomings
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
• Keeps clients informed of developments and setbacks

Technical and Performance Management

• Contributes to, and follows team objectives
• Identifies ways for their staff to develop their abilities and careers
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures
• Holds directly reporting managers accountable for providing fair, accurate, and constructive staff evaluations
• Learns about developments in available technology
• Organizes and documents work to allow for planned and unplanned handovers
• Understands applicability and limitation of technology and seeks to apply it to appropriate work
• Establishes realistic resource requirements to meet IOM needs