The International Organization for Migration (IOM), the UN Migration Agency, is a dynamic and growing inter-governmental organization, with 172 member states. ย IOM is committed to the principle that โhumane and orderly migration benefits migrants and societyโ. Established in 1951 and now active in over 440 field locations worldwide, IOM works with partners, government, and civil society to promote international cooperation to address operational challenges of migration and mobility, assist in the search for practical solutions to migration problems, and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people. IOM addresses the migratory phenomenon from an integral and holistic perspective, including links to development, to maximize its benefits and minimize its negative effects.ย
Working with IOM Mozambique Under the overall supervision of the Resource Management Officer and direct supervision of the Supply Chain Officer and in close coordination with Head of Office, the incumbent will be responsible for assisting and organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistics support at the sub office.
1. Receive, review and process incoming requests from requisitioners confirming sufficient clarity on specifications given for good and services and any other relevant information from requisitioners, particularly from programme managers at the sub office.
2. Identify potential vendors, participate in vendorโs appraisals and if suitable register them in PRISM (SAP) system and/or procurement companyโ database.
3. Assist to implement procurement activities, including obtaining quotations, preparation of evaluation and recommendation, issuance of Purchase Order (PO) or Service Agreement (SA) and delivery of goods/services in accordance with IOM procurement guidelines and ensure that all procurement transactions are done through PRISM (SAP).
4. Undertake regular spot check on quality, delivery from selected vendors and also record the level of satisfaction of IOM beneficiaries with the service rendered to together with operations staff and participate in the evaluation of vendorโs performance regularly.
5. Report to requisitioner on the status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions. In the event of changes, propose alternatives to mitigate delays in project implementation processes.
6. Prepare payment documentation and liaise closely with the finance unit concerning payment of purchased and delivered goods and services.
7. Maintain optimal records of all transactions, creating and maintaining an efficient filling system for record of all quotations, copies of records of expenditure, receiving reports, receipts, local order forms, etc. are kept accountable and easily accessible by managers.
8. Prepare weekly progress report for all procurement activities and provide brief updates to HoSO on overall status of purchases, logistics and warehousing.
9. Maintain office asset inventory, office vehicles and drivers in line to IOM internal policy and procedures.
10. Act with integrity and professionalism and in accordance with IOMโs Code of Conduct, always.
11. Perform such other related duties as may be assigned.
EDUCATION
ย Bachelorโs degree in the relevant field of expertise (Business, Administration, Logistics, Management, etc) with two years of relevant experience, or Completed High School from an accredited academic institution, with four years of relevant professional experiences.EXPERIENCE
Good knowledge of and experiences in procurement and logistic, administration and operational. ย Have working experiences in administration, logistics, and procurement, preferably have experiences in procurement and logistics at IOM.SKILLS
Ability to prepare clear and concise reports and to analyses and interpret source information and data. High level of computer literacy is required, Good knowledge of MS-Office, specifically Microsoft EXCEL. Have knowledge and experiences in SAP is an advantangeeLANGUAGES
Fluency in English and Portuguese both written and spoken is required.
REQUIRED COMPETENCIES
The incumbent is expected to demonstrate the following values and competencies:
VALUES - All IOM staff members must abide by and demonstrate these five values:
CORE COMPETENCIES - Behavioural indicators โ 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 Organizationโs priorities and assumes responsibility for own actions and delegated work. Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring, and motivational way.ย