SHORT VACANCY NOTICE

Open to Internal and External Candidates

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.

Organizational Context and Scope:

Working under the overall supervision of the Procurement & Logistics Officer, and the direct supervision of the Senior Procurement Assistant, the incumbent will be responsible for carrying out procurement functions in accordance with IOM’s procurement regulations, rules and procedures.

Core Functions / Responsibilities:

1. Open a registry of all incoming PRFs to Procurement and Logistics Unit and establish a tracking system for easy search about their outcomes.
2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track and filling system.
3. Assist the Procurement and Logistic Unit in proper filling system
4. Assist in maintaining proper Market survey sheet and maintain a data base for estimated cost based on previous purchase.
5. Assist in maintaining a centralized filing system for all copies of, NAP, contract, addendums and Deed of Donations treated for the Filed Mission
6. Receive the  physical quotations in the office, sort them out by RFQs reference for Procurement and Logistics Officer actions,
7. Support the Procurement & Logistics Unit in posting the RFQs as and when required.
8. In coordination with the Procurement Assistant, 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.
9.  In coordination with the Logistics Assistant, 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.
10. Track and replenish offices supplies and cleaning materials for Sanaa Office on a quarterly basis,
11. Assist the Procurement & Logistics Assistant in implementing and monitoring activities relating to procurement within the office; including in organizing and maintaining systems/procedures for procurement, supply, documentation, storage and warehousing, equipment up-grading, etc.
12. In coordination with the Procurement Assistant maintain proper e-filling system for all procurements.
13. Perform any other duties as assigned.

Required Qualifications and Experience

Education and Experience

• Degree or Equivalent in related field;
• Minimum 3 years relevant work experience; Experience in the Humanitarian Field will be an advantage;
• Experience in Procurement & Logistics field preferably within the international humanitarian field
• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.

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