Senior Supply Chain Associate At International Organization for Migration

VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Senior Supply Chain Associate

Vacancy Number: VN 2024/24- RW

Duty Station: IOM Rwanda Kigali

Classification: General Service Category, Grade G-6

Type of Appointment: One Year Fixed Term, with possibility of extension

Estimated Start Date: As Soon as Possible

Closing Date: 15 August 2024

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.

Context:

Under the overall supervision of the Chief of Mission in Kigali, and the direct supervision of Supply Chain Officer (SCO), the successful candidate will provide specialized Procurement and Logistics support to both external and internal clients, promoting a client and efficient service-oriented approach encompassing all aspects of procurement and logistics activities in Kigali and IOM Rwanda’s Sub Offices, in accordance with IOM’s regulations, rules and procedures.

Core Functions / Responsibilities:

Procurement

1. Carry out and support coordination of procurement activities in the office, including revision and consolidation of purchase request forms, organization and evaluation of bidding processes and follow up on purchase orders until the successful delivery of the products or services and timely payment to suppliers.
2. Assist supervisors in more complex, higher-value purchases.
3. Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities.
4. Participate in negotiations of terms and conditions of purchases and help resolve issues related to the delivery of goods and services.
5. Provide technical guidance to requisitioners and all staff in the office on preparation of specifications and procurement instructions and procedures. Participate in the development, evaluation, and updating of systems and procedures for procurement; suggest areas for improvement and risk-mitigation measures.
6. Identify local and international suppliers and service providers; participate in their evaluation taking into consideration quality, prices, reliability, and services and the organization’s best interests.
7. Contribute to the development of tools for tracking of contracts, agreements, and progress toward the achievement of the procurement plans and schedules.
8. Record post Purchase Requisitions/Purchase Orders into PRISM accurately and in a timely manner to ensure that all procurement requests are captured in the system and commitments for various procuring projects are recorded.
9. Monitor all purchases are performed according to IOM procurement rules and implement appropriate mechanisms to avoid fraud and ensure transparency to complement the IOM rules and regulations on procurement.
10. Follow-up with suppliers, service providers, and implementing partners as needed to ensure timely delivery of requested services, materials, and goods.
11. Undertake marketresearch to evaluate potential new suppliers.

Logistics

1. Support on monitoring fuel consumption and maintenance of vehicles, other logistics activities related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
2. Coordinate logistics operations with other UN Agencies, partners, and government authorities.
3. Guide, train and may directly supervise junior staff in the Unit.
4. Perform other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with four years of relevant professional experience; or
• High school diploma with six years of relevant professional experience
• Certification in Procurement, Logistics or Supply Chain Management is an advantage.

Experience

• Experience in Procurement and Logistics, preferably in a non-government organization or UN agencies.
• Experience in procurement and logistics and working with local authorities, stakeholders, beneficiaries, and the broader community to advance country or regional objectives.
• Experience with asset management process;
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage.
• Experience in training and coordinating teams.

SKILLS

• Excellent communication, interpersonal and intercultural skills with ability to work well and harmoniously with colleagues in a multicultural environment.
• Flexible working modalities and ability to meet deadlines and work under pressure.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities; and
• High level of computer literacy
• Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management an added advantage.

Languages

Fluency in English and Kinyarwanda (oral and written) is required. Working knowledge of French and Swahili is desirable.

Required Competencies

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.
• 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 – behavioral 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.
• 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.

Other

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

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.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.