Procurement and Logistics Officer At International Organization for Migration

Position Title : Procurement and Logistics Officer

Duty Station : Bujumbura, Burundi

Classification : Professional Staff, Grade P2

Type of Appointment : Special short-term graded, six months with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 28 July 2022

Established in 1951, 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 work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates

2. Candidates from the following non-represented member states:

Antigua and Barbuda; Aruba (Netherlands); Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Cuba; Curaçao; Fiji; Grenada; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People’s Democratic Republic (the); Latvia; Libya; Madagascar; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of Chief of Mission (CoM) and the direct supervision of the Accountability and Planning Officer in Bujumbura, Burundi. The Procurement and Logistics Officer will be responsible and accountable for the procurement and logistics activities of the IOM Country Office (CO) in Burundi, measured by IOM Procurement and Supply Objectives and Goals as follows:

• Best Value Sourcing and Value for Money;

• Availability and Quality Assurance;

• Compliance and Stewardship; and,International Organization for MigrationInternational Organization for Migration

• Productivity and Efficiency.

The Logistics & Procurement Unit provides procurement/contracting, facilities management, and vehicle fleet management support to the CO.

Core Functions / Responsibilities:

1. Coordinate with the CoM and Resources Management Officer (RMO) on the strategic planning for procurement and logistical needs.

2. Ensure the implementation of procurement, logistics, facilities maintenance, asset administration, warehousing, and transport support (Fleet Management) within established internal control mechanisms.

3. Support the Accountability and Planning Officer in supervising and conducting overall logistics and procurement activities within the Country Office (CO), including procurement, supply, service/maintenance, and other contractual agreements, checking that all critical work and documentation are in order, on time and of high quality.

4. Support Projects Managers to develop project procurement plans for existing and newly developed projects, including consolidating project procurement plans within the mission that enables strategic sourcing.

5. Monitor and update information/database for vendor/contractor accreditation and evaluation process to ensure availability of pool reliable vendors and contractors to address the needs of the country office.

6. Contribute technical inputs for the preparation and implementation of permanent instructions for procurement, warehouse operations and asset administration that are compliant to IOM’s general instructions, policies and procedures and donor requirements.

7. Provide information to the Accountability and Planning Officer (APO) on risk mitigation of procurement activities and processes in the country in close coordination with Manila Supply Chain Unit (MSCU).

8. Update tracking system to account for commodities, supplies, equipment, and project’s assets in various sub-offices. Monitor tracking system and ensure that it is functioning properly.

9. Assist in providing response capacity to the operational demands of IOM Burundi.

10. Assist the programme management in preparing and issuing call for proposals and bidding documents for the tendering of the project. Verify if proper biddings are done transparently and in accordance with the set rules and regulations under the Field Procurement Manual.

11. Train and supervise procurement and logistics team in Burundi ensuring that they conform to established procedures and assist in producing monthly and regular reports.

12. Organize and maintain proper procurement and filing systems and records keeping management in relation to the projects.

13. Identify transport companies and deploy effective and reliable vehicles for transporting personnel, materials and equipment needed in programme implementation.

14. Work with the programme management in field missions and provide assistance in preparing and issuing call for proposals and bidding documents for the tendering processes of the projects. Verify bidding process are done fairly, transparently and in accordance with the set rules and regulations under the IOM Procurement Manual IN/168.

15. Provide technical guidance to COs and sub offices for the implementation of contract tracking and administration system to ensure proper tracking and monitoring of contracts/agreements procured by projects.

16. Provide support in drafting contracts agreements, including Long Term Agreements (LTAs), and check that proper coordination with Legal Unit is adhered to prior to any engagement to the contracting party.

17. Coordinate with project managers and internal engineers to facilitate compliance, timely and efficient implementation of construction works.

18. Participate in road assessment missions and certify that the conditions of roads are adequate enough for the movement of people and supplies in close coordination with the Security Officer Niger and liaison with United Nations Department for Safety and Security (UNDSS).

19. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Logistics, Humanitarian Affairs, Development Studies, or a related field from an accredited academic institution with two years of relevant professional experience; or

• University degree in the above fields with four years of relevant professional experience.

Experience

• Strong technical experience in procurement and logistics at an international level;

• Diverse experience working on complex projects and emergencies, specifically meeting timelines and milestones.

Skills

• In depth knowledge of the broad range of logistics/procurement related subject areas;

• Knowledge of contracts management;

• Knowledge of assets management;

• Knowledge of construction project management;

• Knowledge of fleet management;

• Knowledge of warehouse management.

Languages

IOM’s official languages are English, French, and Spanish.

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (French, Spanish, Arabic, Russian or Chinese).

For all applicants, fluency in English is required (oral and written). Working knowledge of French is a strong advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required 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 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 action and delegated work.

• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

• 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 potential.

• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found at this link. https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.