Burundi: Procurement and Logistic Officer

Position Title : Procurement and Logistic Officer

Duty Station : Bujumbura, Burundi

Classification : Professional Staff, Grade P2

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

Estimated Start Date : As soon as possible

Closing Date : 24 October 2016

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. 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, Benin, Bahamas, Botswana, Belize, Congo, Cabo Verde, Djibouti, Micronesia (Federated States of), Gabon, Gambia, Guyana, Iceland, Cambodia, Comoros, Lesotho, Luxembourg, Libya, Montenegro, Marshall Islands, Mongolia, Maldives, Namibia, Nauru, Papua New Guinea, Paraguay, Seychelles, Slovenia, Suriname, El Salvador, Swaziland, Timor-Leste, United Republic of Tanzania, Holy See, Saint Vincent and the Grenadines, Venezuela (Bolivarian Republic of), Vanuatu, Samoa

Context:

Under the direct supervision of Resource Management Officer (RMO) and the overall supervision of the Chief of Mission (CoM) in Burundi and in close coordination with relevant units, the successful candidate will be responsible and accountable for Procurement and Logistics activities for the IOM Mission in Burundi.

Core Functions / Responsibilities:

1. Supervise IOM teams involved in the following categories of procurement and logistics work within the designated area of responsibility: procurement staff (local and international procurement); logistics staff (including the logistics cluster's common transport service and IOM warehousing and transport operations); and fleet staff (including drivers of IOM vehicles and trucks).

2. Conduct procurement and logistics tasks within the mission, including property and assets control, supply, service/maintenance and contractual agreements.

3. Analyse procurement requests, identify service providers and evaluate information regarding vendors’ performance in the areas of quality, prices and delivery of goods in view of the

Organization's best interests; maintain and update databases of preferred suppliers.

1. Solicit bids, quotations and tender documents; oversee the bidding process and provide support for procurement transactions, analysing them for conformity to specified requirements; conduct appraisals, select suppliers and confirm terms of payment; prepare purchase orders and ensure authorization is received from the RMO and Chief of Mission.

2. Assist the programme management in preparing RFQ's, PRs, BASs, and review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance with IOM procurement regulations. Ensure that all procurement and contracting processes are in full compliance and all activities are up to date with IOM and donor reporting and auditing requirements.

3. Follow up on purchase order (PO) statuses and keep the head(s) of unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.

4. Ensure that appropriate funds are available for purchases; ensure receipts are received when payment is conducted in cash; and request authorization from the head of unit regarding bank transfer payments.

5. Ensure that appropriate records are kept on assets disposal; ensure assets are located accordingly and used in IOM's best interest; and regularly update the asset inventory list.

6. Assist in the adherence of the Mission to stockroom management practices in order to ensure there is no undue overstocking or loss, and control supply stock and monitor consumable materials in order to provide staff with ready access to commonly used items.

7. 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.

8. Undertake frequent field travels to programme sites to perform procurement and logistics evaluations and supervise and train field staff, upon the request of the Head of Sub-Office, RMO, and/or Chief of Mission.

9. Represent IOM in inter-agency fora, including the procurement working group, security and the logistics cluster.

10. Assist with the management of Transit Center, Medical Health Assessment Clinic as well as main office in support of the compound manager.

11. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Logistics, Humanitarian Affairs, Development Studies 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

• Experience in procurement and logistics at the international level;

• Diverse experience working on complex projects, specifically meeting timelines and milestones;

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

elements as they apply to procurement and logistics;

• Knowledge of asset management processes and procedures.

Languages

Fluency in French and English is required. Working knowledge of any local languages is an advantage.

Desirable Competencies:

Behavioral

• Accountability – takes responsibility for action and manages constructive criticisms;

• Client Orientation – works effectively well with client and stakeholders;

• Continuous Learning – promotes continuous learning for self and others;

• Communication – listens and communicates clearly, adapting delivery to the audience;

• Creativity and Initiative – actively seeks new ways of improving programmes or services;

• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;

• Performance Management – identify ways and implement actions to improve performance of self and others;

• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;

• Professionalism - displays mastery of subject matter;

• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation;

• Technological Awareness - displays awareness of relevant technological solutions;

• Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by 24 October 2016 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 11.10.2016 to 24.10.2016

Requisition: SVN 2016/112 (P) - Procurement and Logistic Officer (P2) - Bujumbura, Burundi (54879634) Released

Posting: Posting NC54879635 (54879635) Released