Job Title: Senior
Procurement Assistant
Procurement Assistant
Organization: International
Organization for Migration (IOM)
Organization for Migration (IOM)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Logistics
and Procurement Officer
and Procurement Officer
About US:
Established in 1951,
International Organization for Migration (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.
International Organization for Migration (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.
Job Summary: The
Senior Procurement Assistant will be responsible for carrying out procurement
and logistics functions in accordance with IOM’s regulations, rules and
procedures:
Senior Procurement Assistant will be responsible for carrying out procurement
and logistics functions in accordance with IOM’s regulations, rules and
procedures:
Key Duties and Responsibilities:
- Render support in the planning,
implementation, controlling and monitoring aspects related to procurement
and logistical needs to support SSCos Project and any other IOM’s
humanitarian activities within the mission, including: organize and
maintain systems/procedures for procurement, supply and contracting of
goods/works/services, documentation, equipment up-grading, assets
management, - Work closely with the Logistics and
Procurement Officer regarding procurement and service requests and
requirements, to consolidate overall mission procurement requirements and
optimize purchasing power. - The Senior Procurement Assistant will
participate in planning procurement actions and analysis of procurement
requests. - 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 Managers, RMO, CoM, and GPSU/MAC according to Purchase
Authorization Threshold. - Ensure with Finance Unit that
appropriate funds are available for each purchase. - Identify service providers and participate
in evaluation of vendors against performance, reliability, quality, price,
delivery in respect of organizations’ best interests and donor mandates. - The Senior Procurement Assistant will
also solicit and analyze bids for conformity to specified requirements,
conduct supplier appraisals and select suppliers. - 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. - Make sure to get a suitable delivery
period which meets the projects implementation schedule. - 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 through established procedures,
that all received goods/works/services are in accordance with the terms
and specifications of the respective PO/Contracts. - By coordination with the Logistics
procurement officer, ensure that LEG Dept in Geneva has reviewed and
endorsed the agreements/contracts prior the signature. - Ensure that the “Goods Receipt Notes”
are acknowledged by the Requisitioner when the services/works are rendered
and/or the goods are received and perform MIGO in PRISM. - Send all goods and assets to field
offices using most efficient way. - Liaise with field offices and field
procurement assistants to confirm all items sent are properly received and
PRISM is updated. - Conduct first review of vendor invoices
and verify compliance with POs/Contracts and goods/works/services
received. - 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. - Liaise with the local/private
transportation companies concerning transport and delivery of goods to the
field locations. Coordinate the loading/offloading of the cargo when
needed and hire a sufficient labor to cover the job properly. - Participate in Inter-agency for a,
including the procurement Working Group and Logistics Cluster when called
upon - Monitor the vendors for the compliance
to the contractual agreements. - Undertake any other duties as may be
assigned.
Qualifications, Skills and Experience:
- The International Organization for
Migration (IOM) Senior Procurement Assistant job opportunity should hold a
Bachelor’s degree or Higher in Purchasing and Supplies, Business
Administration or any other related and relevant field from an accredited
academic institution with four years of relevant professional experience;
or High School degree/Certificate in the above fields with six years of
relevant professional experience. - Relevant experience in Logistics and
Procurement; - Should be a member or have Certification
of C.I.P.S (Chartered institute of Purchasing and Supply) or its
equivalent - Maintains confidentiality, discretion
and accuracy in appropriate areas of work; - Proven ability to coordinate work of
others, within and outside IOM; - Work experience in an international
organization preferred; - Ability to perform well under pressure
and flexibility in handling unexpected work assignments as and when
required; - Ability to communicate effectively both
orally and in writing - Ability to work in a multicultural
environment - Good at negotiating, networking and
dealing with numbers - Fair knowledge in using office equipment
and excellent knowledge in spreadsheet programs like Excel, Word and mail
exchange
How to Apply:
All suitably
qualified and interested candidates should send their updated resumes with
three references electronically to [email protected]. The subject of your
email should be the Reference Number and Position Title i.e. “SVN: 03/05/018
Senior Procurement Assistant.” Please ensure that send your attachments as ONE
DOCUMENT in PDF. The title of your attachment should be your full name.
qualified and interested candidates should send their updated resumes with
three references electronically to [email protected]. The subject of your
email should be the Reference Number and Position Title i.e. “SVN: 03/05/018
Senior Procurement Assistant.” Please ensure that send your attachments as ONE
DOCUMENT in PDF. The title of your attachment should be your full name.
NB: Since
the system is automated, if you do not follow the above mentioned instruction
your application may be missed by the system.
the system is automated, if you do not follow the above mentioned instruction
your application may be missed by the system.
Deadline: 27th May 2018
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