Job Posting: COS Assistant – Procurement & Logistics

I. Position Information

SVN Number

Position title

Position grade

Duty station

SVN/IOMSO/039/2013

COS Assistant – Procurement & Logistics

G-6

Mogadishu - Somalia

Seniority band:

Job family:

Organizational unit:

Position number

Position rated ¨

Subject to rotation

3

COS/Admin

Resource Management

{Not created}

{ungraded}

No

Reporting directly to

National Logistics and Procurement Officer

Overall supervision by

Resource Management Officer

Managerial responsibility

No

Directly reporting staff

3 (cleaners)

II. Organizational Context and Scope

Under the overall supervision of the Resource Management Officer for Somalia Coordination Office in Nairobi and the direct supervision of the National Logistics and Procurement Officer, key areas of responsibility include: assisting in managing the logistics and procurement activities of the COS Unit in Mogadishu.

III. Responsibilities and Accountabilities

1.     Receive all procurement and supply requisitions and make sure all are endorsed prior to procuring.

2.     Solicit for offers and quotations, and prepare Bids analysis accordingly and advice the project managers and supervisors on offers collected and best goods/services to be procured.

3.     Ensure all purchases are performed according to IOM procurement rules and implement appropriate mechanisms to avoid fraud and ensure transparency to complement the IOM rules and regulations on procurement.

4.     Prepare Purchase orders/ contracts and ensure all approvals are obtained, using PRISM Material Management (MM) module, ensure deliver the Purchase orders to the suppliers and obtain their signatures on the same.

5. Make sure assets (IOM and beneficiary) are created in PRISM through MM prior to procurement and acquired and transferred, deactivated once the processes are completed.

6.     Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.

7.     Follow-up with suppliers and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.

8.     Conduct first review of vendor invoices to ensure compliance with order and goods received and prepare Payment requests and ensure timely payment to suppliers/ service providers once goods delivered and services received.

9.     Prepare contracts and agreement for purchase of goods/ services including rent of property, and make sure timely payment is processed and create log for all agreements.

10.  Prepare reports and financial analysis of huge purchases.

11. Implement procedures to manage and safeguard all IOM assets in Mogadishu and make sure assets are updated in the PRISM MM module regularly.
12. Manage the Mogadishu Office fleet, keep proper tracking records for vehicles and equipment and ensure proper maintenance and timely repair
13. Responsible for the general office administration and organize services and maintenance of all the office equipment with suppliers and guarantee a continued supply of all essential utilities.

14.  Coordinate Assets disposal process with HCOS and RMO and ensure appropriate records regarding assets disposal; ensure assets are located accordingly and used in IOM’s best interest.

15.  Conduct and follow up the office needs of stock, expendables, services and share the same with the HCOS

16.  On a local level, liaise with customs and revenue officials to facilitate clearance of IOM consignment, as required by the country law.

17.  Provide full logistical support for delivery, construction activities and transportation.

18. Create efficient filing system for all documents, reports and procurement records, tenders, bids, etc. and make sure it updated regularly.
19. Perform any other related task as requested.

IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural

Accountability

·       Accepts and gives constructive criticism

·       Follows all relevant procedures, processes, and policies

·       Meets deadline, cost, and quality requirements for outputs

·       Monitors own work to correct errors

·       Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

·       Identifies the immediate and peripheral clients of own work

·       Establishes and maintains effective working relationships with clients

·       Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries

·       Keeps clients informed of developments and setbacks

Continuous Learning

·       Contributes to colleagues' learning

·       Demonstrates interest in improving relevant skills

·       Demonstrates interest in acquiring skills relevant to other functional areas

·       Keeps abreast of developments in own professional area

Communication

·       Actively shares relevant information

·       Clearly communicates, and listens to feedback on, changing priorities and procedures

·       Writes clearly and effectively, adjusting wording to the intended audience

·       Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

·       Actively seeks new ways of improving programmes or services

·       Expands responsibilities while maintaining existing ones

·       Persuades others to consider new ideas

·       Proactively develops new ways to resolve problems

Leadership and Negotiation

·       Convinces others to share resources

·       Actively identifies opportunities for and promotes organizational change

·       Presents goals as shared interests

·       Articulates vision to motivate colleagues and follows through with commitments

Performance and Management

·       Provides constructive feedback to colleagues

·       Identifies ways for their staff to develop their abilities and careers

·       Provides fair, accurate, timely, and constructive staff evaluations

·       Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

Planning and Organizing

·       Sets clear and achievable goals consistent with agreed priorities for self and others

·       Identifies priority activities and assignments for self and others

·       Organizes and documents work to allow for planned and unplanned handovers

·       Identifies risks and makes contingency plans

·       Adjusts priorities and plans to achieve goals

·       Allocates appropriate times and resources for own work and that of team members

Professionalism

·       Masters subject matter related to responsibilities

·       Identifies issues, opportunities, and risks central to responsibilities

·       Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation

·       Persistent, calm, and polite in the face of challenges and stress

·       Treats all colleagues with respect and dignity

·       Works effectively with people from different cultures by adapting to relevant cultural contexts

·       Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

·       Actively contributes to an effective, collegial, and agreeable team environment

·       Contributes to, and follows team objectives

·       Gives credit where credit is due

·       Seeks input and feedback from others

·       Delegates tasks and responsibilities as appropriate

·       Actively supports and implements final group decisions

·       Takes joint responsibility for team's work

Technological Awareness

·       Learns about developments in available technology

·       Proactively identifies and advocates for cost-efficient technology solutions

·       Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resource Mobilization

·       Establishes realistic resource requirements to meet IOM needs

Technical

·       Delivers on set objectives in hardship situations

·       Effectively coordinates actions with other implementing partners

·       Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance mission’s office objectives

·       Supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors

V. Education and Experience

1.     University degree in Public or Business Administration or qualifications relevant to logistics/procurement work;

2.     6 years management and professional experience in one or more of the procurement and logistics ancillary sectors, construction, material control, large scale road transport and distribution management, inventory, building management and construction.

3.     Experience in PRISM financials (asset and procurement modules) an advantage; 

4.     Excellent communication, negotiation and organizational skills,; 

5.     Ability to prepare clear and concise reports;

6.     Strong analytical, planning and people management skills;

7.     Sound judgment, ability to extract, interpret, analyze and format data and resolve operational problem;

VI. Languages

Required

English

Somali

Fluent

Fluent

Advantageous