Procurement and Logistics Assistant-OIM Retour vers les opportunités

Position Title:                              Procurement and Logistics Assistant

Duty Station:                               Tunis, Tunisia

Classification:                              G4

Type of Appointment:               One Year Fixed Term contract (12 months with the possibility of

extension)

Estimated Start Date:                ASAP

Reference Code:                         VNTN2023-002

Organizational Context and Scope:

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.

Under the overall supervision of the IOM Tunisia Head of Resource Management Unit, and the direct supervision of the Sr. Procurement and Logistics Assistant, the successful candidate shall be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures

Core Functions / Responsibilities:

1. Receive all procurement and supply requisitions from the main office, sub offices and field offices and check all are endorsed prior to procuring.
2. Solicit for offers and quotations and prepare Bids analysis accordingly and share with the project managers and supervisors.
3. Assist in preparing the tender documents to be advertised in all fields for all works, services and goods after approved Purchase Requisition Forms (PRFs).
4. Maintain all supporting documentation and requisite authorizations in accordance with IOM rules and regulations throughout the procurement process, including PRF, Bids Analysis Summary, Purchase Orders, and including Delivery Receipts and Way Bills.
5. Follow up with suppliers for timely and proper delivery of the goods/services, coordinate with the receiving unit on goods/services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.
6. Assist in conducting first review of vendor invoices to verify compliance with order and goods received; Prepare Payment Requests and follow up on timely payment to suppliers/ service providers.
7. In coordination with the relevant focal points, assist in drafting and tracking contracts for goods/services, rent of property for the recommended vendors with detailed scopes of work; prepare payment schedules for deliverables by indicating the completion time and obtaining necessary approvals from Legal Department.

8. Update timely and correctly enter all related data of purchases into PRISM.

9. Record all purchased assets properly into PRISM and properly tag them once delivered.
10. Assist in performing physical inventory verification of IOM assets when requested. Verify that assets are located accordingly and used in the IOM’s best interest.
11. Follow up the office needs of stock, expendables, services and share the same with the RMO
12. Provide full logistical support for delivery, construction activities in the main office and at the field including transportation to and from Tunis.
13. Follow up with the telephone service providers on pending invoices, reconciliation, make sure that the same applies to other vendors.
14. Keep proper filling system for all procurement documents.
15. Monitor IOM contracted vendors for cleaning, Electricity, and garbage collections/Utilities.
16. Perform any other tasks that the supervisor may assign.

Required Competencies:

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

Values – all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

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

Required Qualifications:

Education & Experience & skills:

• Completed High School Degree/Certificate in Business Management, Procurement and Logistics, Economics or a related field from an accredited academic institution with four years of relevant professional experience.
• or bachelor’s degree or Equivalent, or Higher in the above fields with two years of relevant professional experience.
• Hands on experience in International Procurement.
• Experience in a busy logistics unit
• Previous experience with UN and International Agencies or NGO’s is an advantage.
• Strong knowledge of computer applications, especially MS Word, Excel, Outlook, and Access.
• Mature individual, with attention to details, able to work independently and under stressful conditions and tight deadlines.
• Demonstrated ability to maintain integrity in performing assigned responsibilities.

Languages:

Fluency in French, Arabic, and English (written and spoken) is required.

Other:

• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Vaccination against COVID-19 is required. This will be verified as part of the medical clearance process.

ADDITIONAL INFORMATION:

• Incomplete applications will not be considered. Applications received after the closing date will not be accepted.
• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• The list of accredited institutions can be found at https://www.whed.net/home.php

Posting period:

• From 01/01/2023 To  15/01/2023.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.