Senior Procurement and Logistics Assistant At International Organization for Migration

Organizational Scope & Context:

Under the overall supervision of the Head of Resources Management (HRM) and the direct supervision of the National Procurement and Logistics Officer, the incumbent will support the Supply Chain and Procurement functions of the mission, including obtaining quotations, tendering, purchase and delivery of office supplies, materials and equipment, and providing project logistics and administrative support. The successful candidate will be responsible for the following:

Core Functions / Responsibilities:

1. Conduct overall logistical needs within the Country office, including purchases of vehicles, office equipment, furniture and consumables, property management, assets control, supply, and insurance related matters.
2. Assist the Procurement and Logistics Officer in planning the procurement processes and analyses of purchasing trends of the Country Office. Identify logistical bottlenecks and propose and the ways to fill in the gaps.
3. Prepare and conduct Request for quotations (RFQs), Purchase requisition (PRs) and Evaluation forms upon receipt of quotations, bids or proposals, negotiation of certain conditions of contracts in full compliance with IOM rules and regulations.
4. Coordinate and liaise with Project Managers in the Country office regarding procurement and service requests and requirements, in order to consolidate overall procurement (or services) requirements and optimize purchasing power.
5. Coordinate the movement of goods and services to and from the organization and to beneficiaries.
6. Ensure that goods and services are delivered on time and in good condition.
7. Coordinate transportation, storage, and distribution of goods and services.
8. Coordinate the fleet of the Country office including and not limited to Dispatch, Fuel tracking, drivers schedule, vehicle maintenance.
9. Plan and prepare procurement actions and analyse procurement requests, identify service providers, evaluate information regarding vendor’s performance regarding quality, prices delivery of equipment in respect of organizations best interests.
10. Fill and update electronic system with all related data and manage logistics filling system.
11. Update Vendors master list, and regularly perform supplier selection and evaluation.
12. Follow-up on purchase order status and keep requestors abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
13. Perform regular inventory entries of purchased assets and maintain Inventory database.
14. Ensure receipts are received when payment is conducted in cash. Request authorization of CoM, Head of Resources Management and Procurement and Logistics Officer regarding bank transfer payments.
15. Provide all necessary documentation to vendors regarding VAT and customs exemption and follow up. Whenever feasible ensure that mission gets duty free goods/services.
16. Monitor the assets of the IOM through AAF and prepare needed inventory reports.
17. Coordinate building maintenance and cleaning staff and ensure the works are completed up to the standard.
18. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Procurement, Business Administration, Project Management, or an equivalent from an accredited academic institution with Four years of relevant professional experience; or,
• High School degree/certificate with Six years of relevant professional experience

Experience

• Professional experience with specific focus on local/international procurement, clearing and forwarding, VAT, Egyptian policies, laws and regulations.
• Fleet management experience and insurance management.
• Experience in inventory/stock/supplies management.
• Experience working with an international organization or NGO in the procurement section.

Skills

• Knowledge of financial rules and regulations.
• Ability to work independently or with minimal supervision.
• Managerial skills are required (planning, organization and reporting).
• Good communication skills.
• Ability to work effectively and harmoniously with colleagues from various cultures and professional backgrounds.
• Personal commitment, efficiency, flexibility, drive for results
• Ability to meet deadlines and work under pressure.
• A good level of computer literacy, and knowledge of SAP will be considered as an advantage.

Languages

• Fluency in English and Arabic both Oral and written.
• French Language is an advantage.

Notes

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

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

This is a national position and as such only Egyptian citizens and legal residents with authorization to work in Egypt at the time of the application will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.