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Job Title:  Procurement and Administrative Assistant (Fresher UN Jobs)

Organisation: International Organization for Migration (IOM)

Duty Station:  Kampala, Uganda

Reference No: VN_UG_025_2024

Reports to: National Programme 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 Supply Chain Officer and the direct supervision of the Senior Procurement Associate, the incumbent will perform the following functions;

Key Duties and Responsibilities:

Procurement

• Deliver procurement documentation to managers for approval and keep track of the file making sure that no document is misplaced.
• Perform goods receipt with the programme team and verify the required goods/services meet the requirements.
• Support project staff without Prism rights to raise purchase requisitions where necessary.
• Call for quotations and assist to evaluate bids with reference to the IOM principles for example fairness, accountability, impartiality, transparency and best value for money etc.
• Support procurement in annual asset verification in Kampala and field offices including asset disposal activities.

Administration

• Support the management of facilities by checking that furniture, fixtures, electric devices and appliances are in good condition, maintain that the office premises are clean and organized.
• Work with the Asset Manager on quarterly basis and have the unused and assets tagged for disposal stored in the procurement storage.
• Conduct regular inspections of the water filtration plant and related infrastructure at IOM transit Centre, identifying and addressing any issues that may affect the plant’s operation on water quality and ensure continued supply of safe drinking water.
• Maintain a comprehensive database of all, installed spare parts, filters including their specifications, maintenance history and repair records of the filtration plant.
• Perform weekly assessments for maintenance and repairs of plumbing, fumigation, electricity and carpentry issues and making monthly reports for easy tracking of repairs and accountability.
• Escort mission donated relief items, personal protective equipment and various other things to their designated destinations to ensure safety and accountability.
• Manage mission generators, general maintenance, fuel tracking and organization of necessary re-fueling.
• Help the bus driver on trips that necessitate loading and offloading of passenger luggage and keeping them safe in designated bus compartments.
• Respond to emergency situations at all IOM offices in Kampala regarding the functionality of lights, generators, fire-fighting equipment, water reservoirs and other office equipment, etc.
• Follow-up the collection of waste by different vendors and signing off on the delivery notes for every collection

Office Management

• Conduct routine system servicing and maintenance, troubleshoot and diagnosis on filtration equipment at the transit center including replacing filters and cleaning tanks.
• Follow-up the external contractor’s work and perform quality check until the required services are completed.

Inventory Management

• Maintain an up-to-date inventory of spare parts required for the Water filtration System with their specifications.
• Determine if the inventory quantities are sufficient , request for replenishment when necessary.
• Support procurement in annual asset verification in Kampala and field offices including asset disposal activities.
• Arrange transport for IOM office supplies from various IOM stores to different departments of the organization on request.

Courier Services

• Collect mail and deliver various documents as planned by the Logistics.
• Fill in the inspection sheet of motorbike status and share with the Logistics Assistant.
• Report promptly any defects or malfunctioning of the motorbike that require immediate attention to the Logistics Assistant.
• Always follow the rules and regulations of driving IOM motorbikes.
• Refuel the motorbike as required.
• Perform such other duties as may be assigned.

Qualifications, Skills and Experience:

Education

• University degree in Business Administration or any related field from an accredited academic institution, with two years of relevant professional experience in administrative work; or completed High School degree from an accredited academic institution, with four years of relevant professional experience
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• At least two years continuous riding and driving experience.

Skills

• Good knowledge of routes within Kampala
• Good knowledge and working experience of VHF Radios.
• Strong interpersonal and intercultural skills.
• Valid Riding License (A class).
• Possession of a Government driving test grade II and III.
• Possession of a recent certificate of good conduct from the Uganda Police.
• Basic knowledge of motorbike/vehicle maintenance and repairs.
• Flexible in terms of working hours.
• 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 – 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Required Skills

• Good knowledge and working experience of VHF Radios.
• Good knowledge of routes within Kampala
• Strong computer skills-Word, Excel, Internet
• Strong interpersonal and intercultural 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: 25th September 2024

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