Procurement and Logistics Assistant at International Organization for Migration (IOM)

Context:

• Under the overall supervision of the Supply Chain Officer and direct supervision of the Senior Procurement Logistics Assistant, the incumbent will be responsible for providing clerical support to procurement activities including obtaining quotations, tendering, purchase and delivery of office supplies and materials and equipment and providing project logistics and administrative support as well as preparing requests for payments, reporting and encoding.

Core Functions / Responsibilities:

• Assist the Procurement and Finance Units in retrieval, photocopying and scanning documents
• Assist in maintaining records for office supplies and other consumables.
• Carry out procurement and logistical tasks within the office, including procurement, supply and transport, documentation, storage and warehousing, equipment upgrading.
• On a local level, liaise with customs and revenue officials to facilitate clearance of IOM consignment, as required by country law.
• Prepare monthly stock update spreadsheet for office supplies and warehouse and submit them to the Senior Procurement and Logistics Assistant
• Assist in receiving, inspection, verification goods received and report to Senior Procurement and Logistics Assistant
• Assist in packing, weighting, loading, offloading, and shipping of goods destined for Head office in Mogadishu and sub-office in the field
• Monitor stocks of office supplies and report the stock level for replenishments to the Senior Procurement and Logistics Assistant
• Assist filing all documents, report and procurement records, tenders, bids, etc and make sure they are updated regularly
• Prepares payment requests as indicated and follow up with finance unit for the timely payment to suppliers and service providers.
• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Economic or Business Administration from an accredited academic institution, with one year of relevant professional experience, or
• Completed High School degree from an accredited academic institution, with three years of relevant professional experience

Experience

• Thorough understanding of IOM Procurement and Logistics policies, rules and regulations.
• Excellent communication and negotiation skills.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Ability to pay close attention to details, take initiative and work with minimal supervision

Skills

• Knowledge of Procurement and Logistics
• Knowledge of basic financial rules and regulations.
• Knowledge of the local context

Languages

• For all applicants, fluency in English and Kiswahili is required (oral and written).
• Knowledge of Somali is an advantage

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.