Ethiopia: Procurement and Logistics Officer

Ethiopia: Procurement and Logistics Officer

Organization: International Organization for Migration
Country: Ethiopia
Closing date: 16 Jan 2019

Position Title : Procurement and Logistics Officer

Duty Station : Addis Ababa, Ethiopia

Classification : Professional Staff, Grade P2

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

Estimated Start Date : As soon as possible

Closing Date : 16 January 2019

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 environment. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, the following candidates are considered as first-tier candidates:

1. Internal candidates

2. Qualified applicants from the following NMS countries:

Antigua and Barbuda, Bahamas, Cook Islands, Cuba, Cabo Verde, Djibouti, Fiji, Micronesia (Federated States of), Gabon, Grenada, Guyana, Iceland, Kiribati, Comoros, Saint Kitts and Nevis, Lao People's Democratic

Republic, Saint Lucia, Lesotho, Libya, Montenegro, Marshall Islands, Mauritania, Namibia, Nauru, Papua New Guinea, Palau, Paraguay, Solomon Islands, Seychelles, Suriname, Sao Tome and Principe, Eswatini,

Timor-Leste, Tonga, Tuvalu, Holy See, Saint Vincent and the Grenadines, Vanuatu, Samoa

Context:

Under the overall supervision of Chief of Mission and the direct supervision of the Resources Management Officer (RMO) in Addis Ababa, Ethiopia. The successful candidate will be responsible and accountable for the procurement and logistics activities of the IOM Country Office (CO) in Ethiopia, 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,

• Productivity and Efficiency.

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

Core Functions / Responsibilities:

  1. Support Procurement and Logistics Officer for all the procurement and logistics of ES/NFI and

WASH both locally and internationally and ensure that the Organization’s procurement procedures are strictly followed and in accordance to per IN/168. Check with Supplier preparation of each delivery of ES/NFI and WASH (Water, Sanitation and Hygiene) is on schedule.

  1. Maintain contact and coordinate with relevant cluster Focal Points, as needed and Office for the Coordination of Humanitarian Affairs (OCHA) and Logistics Focal Points from humanitarian agencies on the ground on issues concerning the work of IOM.

  2. Supervise the Logistics & Asset Management Assistant and his team for all IOM Warehouses in Ethiopia in the adherence with the Missions stockroom management practices to ensure there is no undue overstocking or loss. Control supply stock and monitor consumable materials in order to provide staff with ready access to commonly used items.

  3. In coordination with Procurement and Logistics Officer, implement safety and wellness measures in warehouse management and ensure warehouse support staff follow these measures, including MOSS/SRM requirements.

  4. Update warehouse records, documents and files, which includes copies of PRFs, POs, Core pipeline requests, waybills, Goods Received Notes, Packing lists, etc. Warehouse records should accurately reflect actual inventory, receipts, goods returned, withdrawals and impaired goods and losses. Generate weekly inventory tracking reports and monthly warehouse activities reports. Periodically conduct physical inventory counts to ensure the counts conform to values in the inventory tracking system, and to verify the condition of supplies in stock.

  5. Supervise and monitor that products for dispatch meet the set type/quality specification standards as bids offered by the suppliers and stipulated on contract (including packing).

  6. Monitor quality feedbacks and liaise with Procurement Officer and Program Manager for the continuous development and improvement of IOM goods and services. Identify quality gaps and propose ways for permanent solutions.

  7. Ensure the logistical support to EPC and MMU for all trucks, Bus and Light Vehicle rental is in a timely manner.

  8. Supervise the Logistics & Asset Management Assistant to ensure up-to-date inventories, tracking and recording of inventory and fixed assets, and the accurate reflection of these items in PRISM in IOM Ethiopia Mission.

  9. Supervise Logistics Assistant to monitor maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.

  10. Prepare weekly reports on logistics operations in IOM Ethiopia and review systems and operational modalities to enhance efficiency and propose and implement strategic adjustments towards increasing the effectiveness and accuracy of all logistic activities.

  11. Assist Procurement and Logistic Officer with the annual review. Keep the copy of all Procurement’s Long-Term Agreement LTAs) and filed properly. In coordination with the Legal Department, ensure the LTAs are updated and renewed on timely manner.

  12. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Supply Chain Management, Public Administration, International Relations 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

• Extensive field experience in an emergency managing diverse procurement and logistics operations;

• Demonstrated experience in training and managing large teams of co-workers, vendors and suppliers;

• Extensive knowledge of IOM internal procurement and financial rules, as well as IOM's PRISM

elements as they apply to procurement and logistics;

• Excellent level of computer literacy and good knowledge of SAP/PRISM required.

Languages

Fluency in English is required.

Desirable Competencies:

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.

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.

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.


How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 16 January 2019 at the latest, referring to this advertisement.

For further information, please refer to:

http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html

In order for an application to be considered valid, IOM only accepts online profiles duly completed.

Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system.

Posting period:

From 03.01.2019 to 16.01.2019

Requisition: SVN 2019/04 (P) - Procurement and Logistics Officer (P2) - Addis Ababa, Ethiopia

(55774165) Released

Posting: Posting NC55774168 (55774168) Released

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