(Offre en anglais) IOM LIBYA mission in TUNIS recrute Procurement Assistant Retour vers les opportunités

(OPEN TO INTERNAL AND EXTERNAL CANDIDATES)

Position Title: Procurement Assistant
Duty Station: Tunis, Tunisia
Classification: G5
Type of Appointment: Special Short Term for 6 months with possibility of extension.
Estimated Start Date: As soon as possible
Closing Date: 06 November 2016
Reference Code: LY20-2016-007

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:

• 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.

• Assist the RMO regarding procurement requests and requirements to consolidate Office overall requirements and optimize purchasing power.

• Assist in planning procurement actions and analyzing procurement requests.

• 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.

• 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

• 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.

• 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.

• Ensure with Finance Unit that appropriate funds are available for each purchase.

• Complete all Procurement and Logistics related forms; like Purchase Requests, Bids

• 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.

• 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 that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.

• 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

• Ensure that the newly procured assets are registered in PRISM and assigned respective Assets Master Numbers.

• 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.

• Prepare property lease contracts and rental agreements and its amendments.

• Ensure that all IOM assets (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.

• Archiving system update and management with proper labels.

• Undertake any other duties within the incumbent’s capabilities that might be assigned by the RMO and Procurement Officer.

Required Competencies:

The incumbent is expected to demonstrate the following technical and behavioral

Accountability

• 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

Client Orientation

• Identifies the immediate and peripheral clients of own work
• Establishes and maintains effective working relationships with clients
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
• Keeps clients informed of developments and setbacks

Continuous Learning

• Contributes to colleagues’ learning
• Demonstrates interest in improving relevant skills
• Demonstrates interest in acquiring skills relevant to other functional areas
• Keeps abreast of developments in own professional area

Communication

•  Actively shares relevant information
•  Clearly communicates, and listens to feedback on, changing priorities and procedures
• Writes clearly and effectively, adapting wording and style to the intended audience
• Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Actively identifies opportunities for and promotes organizational change
• Presents goals as shared interests
• Articulates vision to motivate colleagues and follows through with commitments

Performance Management

• Provides constructive feedback to colleagues
• 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, timely, and constructive staff evaluations

Planning and Organizing

• Sets clear and achievable goals consistent with agreed priorities for self and others
• Identifies priority activities and assignments for self and others
• Organizes and documents work to allow for planned and unplanned handovers
• Identifies risks and makes contingency plans
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of team members

Professionalism

• Masters subject matter related to responsibilities
• Identifies issues, opportunities, and risks central to responsibilities
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
• Persistent, calm, and polite in the face of challenges and stress
• Treats all colleagues with respect and dignity
• Works effectively with people from different cultures by adapting to relevant cultural contexts
• Knowledgeable about and promotes IOM core mandate and migration Solutions

Teamwork

• Actively contributes to an effective, collegial, and agreeable team environment
• Contributes to, and follows team objectives
• Gives credit where credit is due
• Seeks input and feedback from others
• Delegates tasks and responsibilities as appropriate
• Actively supports and implements final group decisions
• Takes joint responsibility for team’s work

Technological Awareness

• Learns about developments in available technology
• Proactively identifies and advocates for cost-efficient technology solutions
• Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resource Mobilization

• Establishes realistic resource requirements to meet IOM needs

• Client Orientation – works effectively well with client and stakeholders
• Continuous Learning – promotes continuous learning for self and others
• Communication – listens and communicates clearly, adapting delivery to the audience
• Creativity and Initiative – actively seeks new ways of improving programmes or services
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implement actions to improve performance of self and others.
• Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism – displays mastery of subject matter
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
• Technological Awareness – displays awareness of relevant technological solutions;
• Resource Mobilization – works with internal and external stakeholders to meet resource needs of IOM ( optional depending on position level)