IOM Procurement and Logistics Assistant - Jobs in Kenya

IOM Procurement and Logistics Assistant - Jobs in Kenya

Under the overall supervision of the Senior Resources Management Officer (SRMO) in Nairobi and under technical supervision of the Logistics and Procurement Officer and direct administrative supervision of the Head of Sub-Office in Mombasa, the incumbent will carry out the following duties and responsibilities:

Core Functions / Responsibilities:

  • Receive all procurement and supply requisitions from Mombasa Sub-Office and ensure that they are all endorsed prior to procuring.
  • Solicit for offers and quotations and prepare Bids analysis accordingly and Share and advice the project managers and supervisors on offers collected and best goods/services to be procured.
  • Prepare Purchase Orders (PO) /Contracts and ensure all approvals are obtained, deliver the Purchase Orders to the suppliers and obtain their signatures on the same. Ensure all purchases are performed according to IOM procurement rules and internal rules.
  • Follow up with suppliers and ensure timely and proper delivery of the goods/ services and keep the concerned project staff informed on the status of the delivery.
  • Coordinate with the receiving unit on goods/services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.
  • Establish and track the system to track material deliveries from the vendors against purchase orders. Review the pending POs in PRISM on monthly bases and make sure to close the POs, PRs timely.
  • Provide weekly update of material delivery status at weekly basis to the Logistics and Procurement Officer and Head of Sub-Office in Mombasa.
  • Conduct first review of vendor invoices to ensure compliance with order and goods received. Prepare Payment Requests and ensure timely payment to suppliers/ service providers.
  • Prepare contracts for purchase of goods/services including rent of property, share with the IOM focal person for all the service agreements in Nairobi who will liaise with the IOM Legal Department for endorsement. File endorsed documents both physically at the Mombasa Sub-Office and electronically in the common file folder in the Sub-Office and make sure timely the timely processing of the payments.
  • Keep proper data base and timely updated of procurement related documents, especially contracts, purchase orders, purchase requisition forms, goods received notes and deed of donations. Be responsible to ensure that all scanned copies of procurement related documents are numbered and saved in the common file folder in the Mombasa Sub-Office.
  • Ensure all purchased assets through PRISM are properly recorded into the data base and
    properly assigned to users through Asset Assignment Form (AAF).
  • Perform inventory of IOM assets when requested and monitor office needs stocks regularly and replenish them in timely manner. Submit a weekly report on the office needs stock to the Head of Sub-Office.
  • Conduct regular market assessments in coordination with the Procurement and Logistics Officer and Head of Sub-Office to update the market price for goods and regular assessment of the IOM offices, assets, including generators, furniture and vehicles.
  • Advise the Head of Sub-Office and the Procurement and Logistics Officer the most reasonable and effective way of procurements.
  • Supervise drivers who are under the Mombasa Sub-Office and guide the cleaner and the gardener in the IOM premises maintenance.
  • Perform any other related task as requested.

    Required Qualifications and Experience

    Education

  • A Bachelor’s degree in Purchasing and Supplies, Business Administration, Economics or any other relevant field with three years’ experience or High School Degree/Certificate with five years’ experience.

    Experience

  • Minimum three years relevant experience in Logistics and Procurement.
  • Maintains confidentiality, discretion and accuracy in appropriate areas of work
  • Proven ability to coordinate work of others, within and outside IOM.
  • Work experience in an international organization is an advantage.
  • Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when required.
  • Ability to communicate effectively both orally and in writing.
  • Ability to work in a multicultural environment.
  • Excellent skills in negotiating, networking and dealing with numbers.
  • Excellent knowledge in using office equipment and excellent knowledge in spreadsheet programs like Excel, Word and e-mail exchange

    Languages
  • Fluency in both written and spoken English and Kiswahili.

    How to apply:
  • Interested candidates are invited to submit their application by sending a Motivation Letter and the updated CV to the email address KCOrecruitmentNairobi@iom.int referring to this advertisement.
  • Closing Date is 29th April, 2019
  • Only Shortlisted Applicants will be contacted.
  • For more information and job application details, see; IOM Procurement and Logistics Assistant - Jobs in Kenya

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