Special Vacancy Notice
Open to Internal and External Candidates
SVN Number: IOMSO/052/012
Position title: COS Assistant I – Procurement
Unit: Resource Management
Duty Station: Somalia Coordination Office, in Nairobi, Kenya.
Type of appointment: 6 months Special Short Term Contract with possibility of extension
Overall Functions:
Under the overall supervision of the Resource Management Officer of Somalia Coordination Office in Nairobi and the direct supervision of the National Logistics Procurement Officer of Somalia Coordination Office in Nairobi, the incumbent will provide procurement assistance including but not limited to appealing of prices of goods and materials, preparing Purchase Orders, receiving and checking of goods as well as preparing payment requests, reporting and encoding. In particular he/she will:-
- Receive
all procurement and supply requisitions from offices in Mogadishu,
Puntland and Somaliland, project managers in Somalia Coordination Office
in Nairobi and make sure all are endorsed prior to procuring using the IOM
authorization matrix as applicable for the mission.
- Process
purchase requisitions (PR), requests for quote (RFQ) with vendor/s,
prepare bid analysis summaries (BAS) followed by final preparation of
purchase order (PO) through PRISM system using Material Management (MM)
module. Make sure POs are delivered to suppliers and vendors and their
signatures obtained.
- Ensure
all purchases are performed according to IOM procurement rules and
implement appropriate mechanisms to avoid fraud and ensure transparency to
complement the IOM rules and regulations on procurement.
- Make
sure assets (IOM and beneficiary) are created in PRISM through MM prior to
procurement and acquired and transferred, deactivated once project are
completed.
- Implement
procedures to manage and safeguard all IOM assets in Somalia offices and
Coordination Office in Kenya and make sure assets are updated in the PRISM
MM module regularly.
- Advice
project managers and supervisors on offers collected and best
goods/services to be procured.
- Follow-up
with suppliers and ensure timely delivery of requested supplies and
materials and keep the concerned project staff informed on the status of
the delivery.
- Coordinate
with the receiving unit on Goods/Services to be received and obtain the
satisfactory delivery notes and invoices from the receiving unit.
- Conduct
first review of vendor invoices to ensure compliance with order and goods
received and prepare Payment Requests and ensure timely payment to
suppliers/service providers once goods delivered and services received.
- Maintain
efficient filing system for all documents, reports and procurement
records, tenders, bids, etc. and make sure it updated regularly.
- Ensure
timely submission of all financial documents to the finance department by
the stipulated date.
- Perform
any other duties as may be required from time to time.
Qualifications:
- Bachelor’s
degree in Purchasing and Supplies, Logistics or Business Administration.
- At
least 5 years of professional work experience in Procurement and
Logistics, preferably in a non-government organization or UN agencies.
- Thorough
understanding of IOM Procurement and Logistics policies, rules and
regulations.
- Experience
on VAT exemptions procedures and Knowledge on Government requirements on
duty exemptions.
- Excellent
communication and negotiation skills.
- Desirable
IOM Competencies: A) Behavioral - Accountability, Client Orientation,
Continuous Learning, Communication, Creativity and Initiative, Leadership
and Negotiation, Performance Management, Planning and Organizing,
Professionalism, Teamwork, Technological Awareness. B) Technical -
Delivers on set objectives in hardship situations, effectively coordinates
actions with other implementing partners, works effectively with local
authorities, stakeholders, beneficiaries, and the broader community to
advance country office or regional objectives. (Based on IOM Competency
Matrix)
- Demonstrated
ability to maintain integrity in performing responsibilities assigned.
- Ability
to pay close attention to details, take initiative and work with minimal
supervision
- Knowledge
in using office equipment and excellent knowledge in Microsoft Windows.
Prior experience in usage of SAP an added advantage.
- Excellent
command in written and spoken English and Kiswahili. Knowledge of Somali
is an added advantage
Method of Application:
Interested candidates
should submit CV and a cover letter indicating the
Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
International
Organization for Migration (IOM),
Human Resources Department,
Gitanga Groove, off Gitanga Road
P.O. Box 1810 - 00606
Nairobi
Human Resources Department,
Gitanga Groove, off Gitanga Road
P.O. Box 1810 - 00606
Nairobi
Or send by email to: hrsomalia@iom.int
Closing date: August 15, 2012.
Only short listed applicants will be contacted.