Supply Chain Assistant, Pemba, Mozambique

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration.

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Senior Resource Management Officer in Mozambique and direct supervision of the Supply Chain Officer- Pemba Office and in collaboration with relevant administrative and program units at Headquarters, Administrative Centers and in the Mission, the incumbent will be responsible for assisting and organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing procurement support to the projects and ensuring compliance to the IOM standard procurement policies, procedures, mission guidelines and practises in Pemba Sub-Office.

Responsibilities

1. Receive, review, and process incoming procurement requests from requisitioners, ensuring sufficient clarity on specifications for goods and services, as well as any other relevant information, particularly from programme managers at the sub-office.
2. Assist in implementing procurement activities, including obtaining quotations, preparing evaluations and recommendations, issuing Purchase Orders or Service Agreements, and ensuring the delivery of goods/services in accordance with IOM procurement guidelines as per IN168 Rev 3.
3. Assist in updating the relevant program units on the delivery status of procurements, including estimated time of delivery and/or any changes which may affect pre-determined delivery conditions. In the event of changes, propose alternatives to mitigate delays in project implementation processes. Ensuring that the Supply Chain Officer is kept informed on all challenges and bottlenecks in meeting delivery timelines
4. Identify potential vendors, participate in vendor’s appraisals and if suitable register suppliers in WAVE- ERP system and/or procurement vendor database.
5. Undertake regular spot check on quality, delivery from selected vendors and also record the level of satisfaction of IOM beneficiaries with the service rendered to together with operations staff and participate in the evaluation of vendor’s performance regularly.
6. Assist in maintaining vendor database, including but not limited to; recording vendor’s performance and registering new vendor
7. Maintain optimal records of all transactions, creating and maintaining an efficient e-filling system for record of all quotations, copies of records of expenditure, receiving reports, receipts, purchase orders are kept accountable and easily accessible by management.
8. Generating the monthly report on open items, review and share the updated report with the Supply Chain Officer.
9. Prepare payment documentation and ensure the payment to the vendor on timely manner and advise the Supply Chain Officer immediately on an challenges that may arise during the processing of payments. The below factors should be given due consideration
10. Review and process all invoices received from vendors/contractors/service providers at Pemba sub office.
11. Communicate with vendors to collect invoices those are pending more than a week and process
12. Prepare payment documentation and liaise closely with the finance unit concerning payment of purchased and delivered goods and services.
13. Assist in preparing monthly invoice reconciliation with vendors and sharing the status reports with the direct Supervisor.
14. Act with integrity and professionalism and in accordance with IOM’s Code of Conduct at all times.
15. Perform such other related duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Secondary school certificate with at least four (4) years’ relevant experience in supply chain management/procurement.
• Diploma in Business Administration/Business Management/Stock Management with at least three (3) years’ relevant experience
• Degree in Business Administration/Business Management/Stock Management with at least two (2) years’ relevant experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Previous experience in supply chain , procurement or logistics management.
• Previous working experience with IOM or any other humanitarian agency.

Previous experience working with ERP Systems within an international organization is an added advantage

Skills

• In-depth knowledge in supply chain management/procurement processes in humanitarian agencies.
• Ability to communicate effectively.
• Ability to prepare clear and concise reports and to analyses and interpret source information and data.
• High level of computer literacy is required, Good knowledge of MS-Office, specifically Microsoft EXCEL .
• Knowledge in SAP/Oracle will be advantangeous
• Highly self motivated individual and able to work under extreme pressure.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Portuguese is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Please refer to this link for guidance on IOM Job Category.

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

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

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

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.