Under the direct supervision of the Resource Management Officer (RMO) in Dar Es Salaam, Tanzania, and the overall supervision of Chief of Mission, the successful candidate will be responsible and accountable for procurement and logistics activities for the IOM mission in Tanzania.
Core Functions / Responsibilities:
1. Supervise 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. Analyze procurement requests, identify service providers and evaluate information regarding vendor performance in terms of quality, prices and delivery of goods in view of the organization’s best interests.
4. Solicit bids, quotations and tender documents. Oversee bidding processes and provide support for procurement transactions, and analyze them for conformity to specified requirements. Conduct appraisals, select suppliers, confirm terms of payment, prepare purchase orders, and ensure receiving authorization by the RMO / Chief of Mission.
5. 5. Follow up on purchase orders (PO) status and keep the head of unit and respective project managers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions. Ensure all expected merchandized is received in accordance with PO specifications and in good conditions.
6. Coordinate with the Global Procurement and Supply Unit and MAC for all mission purchases above USD 75,000.
7. Ensure that appropriate funds are available for purchase. Ensure receipts are received when payment is conducted in cash and request authorization of the head of unit regarding bank transfers.
8. Maintain internal control mechanism to safeguard the organization assets and prevent fraud, and ensure that appropriate record is kept on assets disposal, ensure assets are located accordingly and used in IOM’s best interest; regularly upgrade inventory list.
9. Assist in the adherence to stockroom management practice to ensure there is no undue overstocking or loss. Control supply stocks and monitor consumable materials to provide staff with ready access to commonly used items and replenishment.
10. Monitor the maintenance and repair of office facilities, including preventive maintenance. Establish maintenance agreements with competent services providers, when it is feasible and determined to be cost effective.
11. Undertake field travel to Programme sites to perform procurement and logistics evaluations as necessary, upon request from the Head of Sub-Office /RMO/ Chief of Mission.
12. Maintain and update databases of preferred suppliers.
13. Participate in IOM inter-agency for a, including the procurement working group and the logistics cluster.
14. Undertake frequent duty travel to field locations in order to supervise and train field staff.
15. Perform any other duties as may be assigned.
Required Qualifications and Experience:
Education
• Master’s degree in Social sciences, International Relations, 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 managing diverse procurement and logistics operations;
• Excellent level of computer literacy and good knowledge of SAP/PRISM required;
• Demonstrated experience in training and managing large items of co-workers, managing vendors and suppliers;
• Extensive knowledge of IOM or UN internal procurement and financial rules and corresponding ERP components (preferably SAP – based)
Languages
Fluency in English is required. Working knowledge of Kiswahili 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.
The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
