SVN2021.010 Marib. Procurement & Logistics Assistant G4

IOM- Yemen - اليمن - Marib

 

SHORT VACANCY NOTICE

 

 

Open to Internal and External Candidates

 

                            Position

:

Procurement & Logistics Assistant  

             Organizational Unit

:

Procurement and Logistics Unit

                          Duty Station

:

 Yemen, Marib

                   IOM Classification

:

G 4

              Type of Appointment

:

Special Short-Term (SST) Graded Contract,

6 Months (With a possibility of renewal)

                               SVN No.

:

 SVN2021.010

              Estimated Start Date

:

 As soon as possible

                     Closing Date

:

 Monday 01st February 2021

 

 

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

 

 

 

 

 

 

 

 

 

Organizational Context and Scope:

Working under the overall supervision of the Procurement and Logistics Officer (PLO) and the direct supervision of the Senior Procurement and Logistics Assistant (SPLA) the incumbent will be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures. In particular, s/he will.

 

Core Functions / Responsibilities:

  1. Ensure that all incoming PRFs to Procurement and Logistics Unit are checked, registered, tracked & updated on the SCMS.
  2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track including e-filing in SAP and Share point.
  3. Assist the Procurement and Logistic Unit in proper filling system
  4. Maintain proper Market survey sheet and maintain a data base for estimated cost based on previous purchase.
  5. Create a centralized filing system for all copies of contract, addendums and Deed of Donations treated for the Filed Mission
  6. Control the inbox for the reception of physical quotations in the office, sort them out by RFQs reference for Procurement and Logistics Officer actions,
  7. Control the cleaning materials and reports monthly to the Procurement and Logistics Office in case of replenishment,
  8. Post Request for Quotation upon request of the Procurement and Logistics Officer
  9. Prepare and post all Requests for Quotations (RFQ), Request for Proposal (RFP) under the guidance of the Procurement and Logistics Officer,
  10. Prepare and submit to Finance Unit all payment requests related to Utility Bills, Internet Bills, and Landlines Bills before end of the closure of the Month.
  11.  Prepare tracking for each dispatch by coordination with destination sub-office and get the proper confirmation and status of the arrived goods, Ensure appropriate funds are available for purchase.
  12. Develop a centralized tracking system either electronically or physically for all PRFs and POs received and posted in Procurement Unit in specific files for easy reference,
  13. Monitor and supply offices supplies and cleaning materials for Aden Office on a quarterly basis,
  14. Ensure, through established procedures that all received goods / works / services are in accordance with the terms and specifications of the respective PO/Contracts, and make sure that the suitable delivery period which meets the projects implementation schedule.
  15. Registration of all IOM assets into PRISM, and/or are disposed with accordance to IOM procedures and regulations, and make sure that all the needed forms are signed by the staff upon assigning/releasing assets.
  16. Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioner upon services/works are rendered and/or the goods are received.
  17. Conduct and follow up the fuel consumption for the generators. Communicate with the generators’ technician with regards to the generators maintenance.
  18. Perform any other duties as assigned.

 

 

Required Qualifications and Experience

 

Education and Experience

Bachelor’s degree in Procurement, Business Administration, Project Management or an equivalent with at least two years of relevant professional experience.

OR

Diploma / Certification or an equivalent in the above fields with at least four years of relevant professional experience

  • Professional experience with specific focus on local/international procurement, clearing & forwarding, VAT, GoY 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

 

Languages

 

English and Arabic

 

Required Competencies

 

Accountability

  • Accepts and gives constructive criticism
  • Follows all relevant procedures, processes, and policies
  • Meets deadline, cost, and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings

 

Client Orientation

  • Identifies the immediate and peripheral clients of own work
  • Establishes and maintains effective working relationships with clients
  • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries

 

Continuous Learning

  • Contributes to colleagues' learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area

 

Communication

  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Writes clearly and effectively, adjusting wording to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience

 

Creativity and Initiative

  • Proactively develops new ways to resolve problems

 

Leadership and Negotiation

  • Convinces others to share resources
  • Presents goals as shared interests

 

Performance Management

  • Provides constructive feedback to colleagues
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures

 

Planning and Organizing

  • Sets clear and achievable goals consistent with agreed priorities for self and others
  • Identifies priority activities and assignments for self and others
  • Organizes and documents work to allow for planned and unplanned handovers
  • Identifies risks and makes contingency plans

 

Professionalism

  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
  • Persistent, calm, and polite in the face of challenges and stress
  • Treats all colleagues with respect and dignity
  • Works effectively with people from different cultures by adapting to relevant cultural contexts
  • Knowledgeable about and promotes IOM core mandate and migration solutions

 

Teamwork

  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Gives credit where credit is due
  • Seeks input and feedback from others
  • Delegates tasks and responsibilities as appropriate
  • Actively supports and implements final group decisions
  • Takes joint responsibility for team's work

 

Technological Awareness

  • Learns about developments in available technology
  • Proactively identifies and advocates for cost-efficient technology solutions
  • Understands applicability and limitation of technology and seeks to apply it to appropriate work

Technical

  • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
  • Drives IOM vehicles in a safe manner consistent with local regulations.

 

 

Other

 

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

 

Only candidates residing in the country of the duty station within commuting distance of the duty station will be considered.

 

Appointment will be subject to certification that the candidate is medically fit for appointment, national of the country with automatic right to live and work in the country, and security clearances.

 

Females with the above qualifications are encouraged to apply.

 

 

How to apply:

Interested candidates are invited to submit their applications via the following link

 

 

 

All applications should include a functional email address, mobile numbers and detailed curriculum vitae (CV).

 

“Only shortlisted candidates will be contacted”

 

 

Posting period:

19 Jan 2021 to 01 Feb 2021

 

تاريخ النشر: ١٩ يناير ٢٠٢١
الناشر: Akhtaboot
تاريخ النشر: ١٩ يناير ٢٠٢١
الناشر: Akhtaboot