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Procurement and Logistics Assistant
Context:
- Under the overall supervision of the Supply Chain Officer and direct supervision of the Senior Procurement Logistics Assistant, the incumbent will be responsible for providing clerical support to procurement activities including obtaining quotations, tendering, purchase and delivery of office supplies and materials and equipment and providing project logistics and administrative support as well as preparing requests for payments, reporting and encoding.
Core Functions / Responsibilities:
- Assist the Procurement and Finance Units in retrieval, photocopying and scanning documents
- Assist in maintaining records for office supplies and other consumables.
- Carry out procurement and logistical tasks within the office, including procurement, supply and transport, documentation, storage and warehousing, equipment upgrading.
- On a local level, liaise with customs and revenue officials to facilitate clearance of IOM consignment, as required by country law.
- Prepare monthly stock update spreadsheet for office supplies and warehouse and submit them to the Senior Procurement and Logistics Assistant
- Assist in receiving, inspection, verification goods received and report to Senior Procurement and Logistics Assistant
- Assist in packing, weighting, loading, offloading, and shipping of goods destined for Head office in Mogadishu and sub-office in the field
- Monitor stocks of office supplies and report the stock level for replenishments to the Senior Procurement and Logistics Assistant
- Assist filing all documents, report and procurement records, tenders, bids, etc and make sure they are updated regularly
- Prepares payment requests as indicated and follow up with finance unit for the timely payment to suppliers and service providers.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- Bachelor’s degree in Economic or Business Administration from an accredited academic institution, with one year of relevant professional experience, or
- Completed High School degree from an accredited academic institution, with three years of relevant professional experience
Experience
- Thorough understanding of IOM Procurement and Logistics policies, rules and regulations.
- Excellent communication and negotiation skills.
- Demonstrated ability to maintain integrity in performing responsibilities assigned.
- Ability to pay close attention to details, take initiative and work with minimal supervision
Skills
- Knowledge of Procurement and Logistics
- Knowledge of basic financial rules and regulations.
- Knowledge of the local context
Languages
- For all applicants, fluency in English and Kiswahili is required (oral and written).
- Knowledge of Somali is an advantage
Required Competencies
Values
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintain 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.
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Core Competencies – behavioural indicators level 1.
- 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.
Driver (2 Positions)
Context:
- Under the overall supervision of the Supply Chain Officer and direct supervision of the Senior Procurement and Logistics Assistant; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for driving the IOM vehicles.
Core Functions / Responsibilities:
- Drive assigned IOM office vehicle(s).
- Manage the day-to-day maintenance of the assigned vehicle(s) to ensure roadworthiness of the vehicles. This includes daily check of tires, brakes, engine oil, fan belt, etc.
- Arrange for minor repairs and ensures that the vehicles are kept clean.
- Ensure that the vehicles undertake regular service intervals.
- Keep records of spare parts for vehicle(s) and conduct monthly inventory of the spare parts.
- Find the most direct and safe route over the best available roads to the destination.
- Ensure that the IOM vehicle(s) is used only for official/authorized business, as advised by the supervisor.
- Make sure that the daily log sheet is prepared, and a monthly report is prepared summarizing statistics linked to mileage, fuel consumption, etc. for the vehicle.
- Keep a high degree of confidentiality and discreteness in discussions, which involves IOM and its officials. Take proper actions to reduce potential security threats to IOM officials and/or property within the immediate vicinity of the vehicle and along transport routes.
- Meet official personnel at the airport(s) and facilitate immigration and customs formalities as required.
- Collect and deliver mail, documents, pouches, and other communications/items from and to the country office; go to the post office, airport, government agencies, other UN agencies, institutions, project sites, etc., to take and deliver items and communications; keep records as required.
- When needed, assist the country office staff in performing simple clerical duties such as making and answering telephone calls, making photocopies, keeping records, etc.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- High school degree/certificate with minimum 2 years of relevant working experience or Bachelor’s Degree from an accredited institution.
- Valid national driver’s licence.
Experience
- Knowledge of driving rules and regulations.
- Experience in driving a variety of makes and models of vehicles
- Skills in minor vehicle repairs.
- Knowledge of radio, email, telephone and other applications.
Skills
- Basic knowledge of vehicle maintenance and repair.
- Good communication and interpersonal skills, including the ability to work in a multicultural team.
- Respect for the IOM’s core values and principles, such as integrity, professionalism, and respect for diversity.
- Ability to follow security protocols and procedures, and to cope with stressful situations.
- Willingness to travel within the country and to remote locations.
- Basic computer skills, such as using email and Microsoft Office and basic report writing skills.
- Familiarity with local roads, routes, and ability to use GPS/ navigation systems effectively.
- Flexibility and adaptability to changing work schedules and priorities.
Languages
- For all applicants, fluency in English and Kiswahili is required (oral and written).
- Knowledge of Somali is an advantage
Required Competencies
Values
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintain 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 – behavioural indicators level 1.
- 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.
Method of Application
If you are interested, please submit your CV and Cover Letter via email with the subject of the:
Procurement and Logistics Assistant -SVN/IOMSO/020/2024- IOM Somalia Nairobi Support Office
Driver-SVN/IOMSO/019/2024- IOM Somalia Nairobi Support Office to recruitmentsomalia@iom.int before the closing date.