Procurement and Administrative Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Procurement and Administrative Assistant

Vacancy Number: SVN/IOMSO/015/2024

Duty Station: Mogadishu, Somalia

Classification: General Service Category, Grade G3

Type of Appointment: Special Short Term, Six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 24 June, 2024

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.

Context:

Under the overall supervision of the Supply Chain Officer and the direct supervision of the National Procurement and Logistics Officer, the Procurement and Administrative Assistant 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 general administrative support as well as preparing requests for payments.

Core Functions / Responsibilities:

1. Handle all kinds of paperwork for the supply chain unit, including contracts tracking and keeping electronic records of all procurement transactions.
2. Keep the supply chain unit SharePoint continuously arranged and updated.
3. Perform minor procurement transactions for the office, especially the common purchases.
4. Assist the Supply Chain Unit in preparing requests for quotations, evaluation reports, purchase orders, submitting OIPAs, and other procurement documents.
5. Support compliance with IOM procurement policies and procedures, as well as donor requirements.
6. Maintain a filing system for all procurement documents and contracts, both hard copies and electronic copies.
7. Follow-up with the Finance Unit and the vendors on the payment of invoices and delivery of goods and services.
8. Draft monthly procurement reports and submit them to the Supply Chain Officer.
9. Support the Supply Chain Unit in conducting market surveys and vendor assessments.
10. Provide administrative support to the Supply Chain Unit, such as arranging meetings, taking minutes, and drafting correspondence.
11. Liaise with other units and offices within IOM on procurement and administrative matters.
12. Perform any other duties as assigned by the supervisor.

Required Qualifications and Experience

Education

• University degree, preferably in the area of Purchasing and Supply Management, Logistics or Business Administration or a related field from an accredited academic institution with at least one year of relevant professional work experience; or,
• Complete High School degree in the above fields with three years of relevant professional experience.

Experience

• Thorough understanding of IOM Procurement and Logistics policies, rules, and regulations.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Ability to pay close attention to details, take initiative and work with minimal supervision
• Knowledge in using office equipment and excellent knowledge in Microsoft Windows. Prior experience in usage of SAP an added advantage.

Skills

• Excellent communication and negotiation skills.

Languages

For all applicants, fluency in English and Somali is required (oral and written).

Knowledge of Arabic is an advantage

Required Competencies

The incumbent is expected to demonstrate the following values and 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.

Other

Any offer made to the candidate in relation to this special vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered.

In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and a work permit, as applicable.