OIM GUINEA RECRUTE NATIONAL PROCUREMENT & LOGISTICS OFFICER

Brief definition of the organizational context, reporting lines and scope, for example:
Under the overall supervision of the Chief of Mission and the direct supervision of the Procurement and Logistics Officer, and in collaboration with other IOM colleagues, the National Procurement & Logistics Officer will be responsible and accountable for the supervision of all the procurement and logistics activities in IOM Guinea various projects. In particular, the incumbent will be responsible for the following responsibilities.

RESPONSIBILITIES AND ACCOUNTABILITIES

Six to eight areas of responsibilities by using the “What, why and how” approach, for example:

1. Assist the Procurement and Logistics Officer to supervise & conduct the overall procurement & logistics actions within the Conakry office and other sub-offices in Guinea, including procurement, property and asset control, supply, service/ maintenance and dispatch transportation related tasks.
2. Advise Procurement & Logistics Officer on IOM logistics and procurement capacity, needs and problems and actively suggest solutions and contribute input toward IOM mission activities and goals.
3. Assist the Procurement and Logistics Officer to plan, implement, monitor, and control all aspects related to Procurement & Logistical needs of IOM Guinea and its sub-offices through:

• analysis of procurement requests and consolidation of overall requirements to optimize purchasing power.
• Information evaluation regarding vendor’s performance including but not limited to quality, prices and delivery of goods and socialization and analysis of bids or quotations to ensure conformity with specified requirements.
• Compliance to Purchase Order (PO) specifications by ensuring that goods received are complete and in good conditions.
• Record keeping and update of assets inventory, conditions, and disposal
• Supervision of warehouse/stockroom inventory management practices, to ensure that there is no undue overstocking or loss consumable materials,
• Responsible for the Contracts for maintenance and repair of office facilities and Vehicles including preventing maintenance. Establish maintenance agreements with competent service providers. 4.
• Liaise with the Project Managers, Finance Officer and Head of Sub-offices regarding the procurement and service request, to consolidate overall missions’ procurement/service requirements and optimize purchasing power.
• Supervise procurement and logistics unit in Conakry and other sub-offices in Guinea in accordance with the Organization’s regulations and procedures.

4. Supports in co-ordination and supervision of the work of Procurement Assistants.

5. Supports in co-ordination and evaluates the work of Procurement Assistants as assigned:

6. Supports during section’s co-ordination meetings with the aim to organize activities in line with the workload and timelines.

7. Undertake duty travel to provide procurement/logistics support and to establish controls and procedures in the sub-offices as well as problem-solving and guidance, as assigned by the Procurement & Logistics Officer.

8. Assist the Procurement and Logistics Officer to train, guide and supervise dedicated to the above duties and responsibilities.

9. Answers queries from requestors on the status of purchase orders; monitors the performance of suppliers until delivery of goods to the Mission warehouse, ensures contractual obligations under the Mission's contracts are consistently met.

10. Clarifies and verifies the precise requirements of the requestor, keeping in mind the cost of items/equipment or services from market research, catalogues, technical specifications, quotations, and product samples.

11. Assists in the drafting of Terms of Reference for various high value goods and services.

12. Undertakes supplier visits, inspects facilities and equipment.

13. Ensure IOM and relevant donor administration procedures are in place and followed in accordance with regards to their relevant regulations.

14. Maintain contact with various suppliers both Local and International. Create internal control mechanisms to safeguard the Organizations assets and prevent fraud.

15. Organize and maintain tracking and filing systems / procedures for asset supply, transport documentation and program material distribution

EDUCATION

• A Master’s degree from an accredited educational institution in the relevant field of expertise (Business Administration, Logistics, Management) or;
• Bachelor’s degree in the relevant field of expertise (Business Administration, Logistics, Management) or a related field from an accredited academic institution with 3 – 5 years of relevant professional experience in administration, logistics and procurement.

EXPERIENCE

• Strong analytical, planning and people management skills.
• Ability to prepare clear and concise reports.
• An excellent degree of computer literacy in particular experience in computerized accounting systems including SAP application is required.
• Work experience in Guinea and/or developing Ouest African countries is an asset.
• Excellent communication skills.
• Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking.
• Ability to supervise staff and coordinate activities, to lead and coach individuals, and to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
• Demonstrated ability of working effectively and harmoniously with colleagues from varied culture and professional backgrounds to achieve desired goals.

SKILLS
Position specific skills, for example:

• Experience in IOM administrative and financial management, budget monitoring, cash management and internal control procedures.
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• Experience supervising the development and implementation of administrative control procedures.

LANGUAGES

Required
Language required for the position, for example: Fluency in English and French (oral and written).

Desirable
Desirable languages, for example: Working knowledge of French.

VI. 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: 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.

Core Competencies –level 2

• 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.

Managerial Competencies –level 2

• 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 potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Les dossiers de candidature devront comprendre :

• Lettre de motivation indiquant le titre et numéros du poste
• Curriculum Vitae à jour
• Références des 03 derniers Superviseurs directes (Nom, courriel, nom du service et Contact téléphonique)

Toutes les candidatures seront envoyées en ligne au plus tard le 5 novembre 2021 à 00 H à travers l’adresse suivante : HRrecruitmentunit@iom.int avec pour objet le titre du poste (National Procurement & Logistics Officer).

Les dossiers incomplets ne seront pas examinés et seuls les candidats sélectionnés seront contactés pour un entretien.