IOM COS Assistant I – Procurement Job in Kenya

Special Vacancy Notice Open to Internal and External Candidates

SVN Number: IOMSO/052/012

Position title: COS Assistant I – Procurement

Classification: G5/1 (IOM Salary Scale for GS staff)
Unit: Resource Management

Duty Station: Somalia Coordination Office, in Nairobi, Kenya.
Type of appointment: 6 months Special Short Term Contract with possibility of extension

Overall Functions:

Under the overall supervision of the Resource Management Officer of Somalia Coordination Office in Nairobi and the direct supervision of the National Logistics Procurement Officer of Somalia Coordination Office in Nairobi, the incumbent will provide procurement assistance including but not limited to appealing of prices of goods and materials, preparing Purchase Orders, receiving and checking of goods as well as preparing payment requests, reporting and encoding. In particular he/she will:-
  1. Receive all procurement and supply requisitions from offices in Mogadishu, Puntland and Somaliland, project managers in Somalia Coordination Office in Nairobi and make sure all are endorsed prior to procuring using the IOM authorization matrix as applicable for the mission.
  2. Process purchase requisitions (PR), requests for quote (RFQ) with vendor/s, prepare bid analysis summaries (BAS) followed by final preparation of purchase order (PO) through PRISM system using Material Management (MM) module. Make sure POs are delivered to suppliers and vendors and their signatures obtained.
  3. Ensure 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.
  4. Make sure assets (IOM and beneficiary) are created in PRISM through MM prior to procurement and acquired and transferred, deactivated once project are completed.
  5. Implement procedures to manage and safeguard all IOM assets in Somalia offices and Coordination Office in Kenya and make sure assets are updated in the PRISM MM module regularly.
  6. Advice project managers and supervisors on offers collected and best goods/services to be procured.
  7. Follow-up with suppliers and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.
  8. Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.
  9. Conduct first review of vendor invoices to ensure compliance with order and goods received and prepare Payment Requests and ensure timely payment to suppliers/service providers once goods delivered and services received.
  10. Maintain efficient filing system for all documents, reports and procurement records, tenders, bids, etc. and make sure it updated regularly.
  11. Ensure timely submission of all financial documents to the finance department by the stipulated date.
  12. Perform any other duties as may be required from time to time.
  1. Bachelor’s degree in Purchasing and Supplies, Logistics or Business Administration.
  2. At least 5 years of professional work experience in Procurement and Logistics, preferably in a non-government organization or UN agencies.
  3. Thorough understanding of IOM Procurement and Logistics policies, rules and regulations.
  4. Experience on VAT exemptions procedures and Knowledge on Government requirements on duty exemptions.
  5. Excellent communication and negotiation skills.
  6. Desirable IOM Competencies: A) Behavioral – Accountability, Client Orientation, Continuous Learning, Communication, Creativity and Initiative, Leadership and Negotiation, Performance Management, Planning and Organizing, Professionalism, Teamwork, Technological Awareness. B) Technical – Delivers on set objectives in hardship situations, effectively coordinates actions with other implementing partners, works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives. (Based on IOM Competency Matrix)
  7. Demonstrated ability to maintain integrity in performing responsibilities assigned.
  8. Ability to pay close attention to details, take initiative and work with minimal supervision
  9. Knowledge in using office equipment and excellent knowledge in Microsoft Windows. Prior experience in usage of SAP an added advantage.
  10. Excellent command in written and spoken English and Kiswahili. Knowledge of Somali is an added advantage
Method of Application
Interested candidates should submit CV and a cover letter indicating the
Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
International Organization for Migration (IOM),
Human Resources Department,
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606

Or send by email to:
Closing date: August 15, 2012.
Only short listed applicants will be contacted.

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