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Job Title:  Senior Procurement Associate (UN Jobs)

Organisation: International Organization for Migration (IOM)

Duty Station:  Kampala, Uganda

Reference No: VN_UG_014_2024

Reports to: National Supply Chain Officer

About the Company:

Established in 1951, the International Organization for Migration (IOM) is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.  IOM is committed to a diverse and inclusive environment.

Job Summary:   Under the overall supervision of the Chief of Mission, Supply Chain Officer and the direct supervision of the National Supply Chain Officer, the incumbent shall be responsible for carrying out procurement, common services and logistics functions in accordance with IOM’s regulations, rules and procedures.

Key Duties and Responsibilities:

• In coordination with the National Supply Chain Officer, supervise the Procurement and Logistics Assistants and Procurement and Administrative Assistant in the daily operations. Conduct capacity building activities and manage performance of the staff under his/her supervision.
• Assist in the planning, implementation, controlling and monitoring aspects related to procurement, common services and logistical needs to support projects 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.
• Liaise with the Supply Chain Officer regarding procurement, common services (office management, repairs and maintenance) and service requests and requirements, to consolidate overall mission procurement requirements and optimize purchasing power.
• 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.
• Identify service providers and participate in evaluation of vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates
• Solicit and analyze bids for conformity to specifications, verify with Finance Unit that appropriate funds are available for each purchase.
• 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 Supply Chain Officer, ensure that LEG Dept in Geneva has reviewed and endorsed the agreements/contracts prior to their 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.
• Monitor the vendors for the compliance to the contractual agreements.
• Undertake any other duties as may be assigned.

Qualifications, Skills and Experience:

Education

• 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.
• Specialized trainings on procurement and/or logistics (e.g., CIPS or equivalent), an advantage.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Experience: Experience in UN system or multi-national organization will be an advantage.
• Languages: For this position, fluency in English is required (oral and written). IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

• IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
• 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.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioral indicators (Level 2)

• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
• Managerial Competencies – behavioral indicators (Level 2) (applicable only if position is with direct reports)
• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Required Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints.
• Flexibility and availability for emergency operations’ support Computer literacy including proficiency in MS Office and other applications such as Visio, etc.
• Knowledge of SAP and Oracle is highly desirable .
• Strong client orientation, negotiations, and communication skills.

How to Apply:

All candidates who wish to join the International Organization for Migration (IOM) should apply online at the link below.

Click Here

Deadline: 19th September 2024

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