Procurement and Logistic Assistant

II. Organizational Context and Scope

Under the overall supervision of the Chief of Mission (COM) and direct supervision by the Resource Management Officer, the successful candidate will be responsible for carrying out the following duties:

III. Responsibilities and Accountabilities

1. Records, track and prioritize purchasing requests and obtains additional information/documentation as required; ensuring that all documents are endorsed and assists in preparing requisitions in line with scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings;
2. Assist in managing the IOM Mission fleet of vehicles and drivers in implementing office & program activities on a daily basis.
3. Assist with setting up a proper vehicle dispatch and tracking system while ensuring that drivers maintain vehicles, logbooks, keep movement records, and timely repair of vehicles.
4. Assist with general office administration and organize services and maintenance of all the office equipment with suppliers and guarantee a continued supply of all essential utilities.
5. Create efficient filing system for all documents, reports and procurement records, tenders, bids, etc. and make sure it is updated regularly.
6. Prepare Purchase Orders / contracts and ensure financial authorization is received.
7. Ensure the timely delivery of procured supplies and materials. Follow up with Vendors for supply system and status of supplied item. Resolve issues related to delivered goods.
8. Timely update and correctly enter all related data of purchases into PRISM.
9. Make sure all purchased assets are properly recorded into PRISM.
10. Assist to maintain the inventory list updated
11. Assist to organize training/Hotel/Security escort reservation and prepare Request for Payment related to those reservations for any staff on duty.
12. Assist to update and maintain mission stationary stock levels and in coordination with Resource Management Unit ensure that stocks are replenished in a timely manner.
13. Act with integrity and professionalism in accordance with IOM’s Code of Conduct, at all times.
14. Perform such other duties as may be assigned.

IV. Required Qualifications and Experience

Education

• Bachelor’s degree in the relevant field (Finance, Business Administration, Management, other related field) with minimum Three years of relevant working experience, or;
• Diploma in the above relevant fields from an accredited academic institution with five years of professional experience

Experience

• High Level of Computer Literacy (Ms Office Word, Excel And Outlook)
• Experience in Computerized Accounting Systems, Experience in SAP System is an advantage.

SKILLS

V. Languages

Required: Fluency in English oral and written.

(specify the required knowledge)

Desirable: Local Languages including Chichewa and Nyanja

VI. Competencies[1]

The incumbent is expected to demonstrate the following values and competencies:

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 wherever possible.
• 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.

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.