I. Position Information

Position grade

Duty station

G6

CONAKRY

III. Responsibilities and Accountabilities

· Assist the Procurement and Logistics Officer to supervise & conduct the overall procurement actions within the Conakry offices and other sub-offices in Guinea

· Advise Procurement & Logistics Officer on procurement capacity, needs and problems and actively suggest solutions and contribute input toward IOM mission activities and goals.

· Assist the Procurement and Logistics Officer to plan, implement, monitor and control all aspects related to Procurement needs of IOM Guinea and its sub-offices through:

a. analysis of procurement requests and consolidation of overall requirements to optimize purchasing power.

b. 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.

c. Compliance to Purchase Order (PO) specifications by ensuring that goods received are complete and in good conditions.

d. Record keeping and update of assets inventory, conditions and disposal. Supervision of warehouse/stockroom inventory management practices, in order to ensure that there is no undue overstocking or loss consumable materials,

· Liaise with the Project Managers, Finance Officer and Head of Sub-offices regarding the procurement and service request, in order to consolidate overall missions’ procurement/service requirements and optimize purchasing power.

· Undertake duty travel to provide procurement 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.

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

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

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

· Draft contract and liaise with LEG including follow up until their approvals and ensure the signed copy is scanned and sent back to LEG for their records

· Organize and maintain tracking and filing systems / procedures for asset supply, transport documentation and program material distribution Perform such other duties as may be assigned

· Responsible for the drafting and tracking of LTAs as well as their timely evaluation/ renewal

· Liaise with Government partners for supplies of materials and other services to be conducted under the FFUE program as well as the microfinance institutions that will be solicited during the implementation of the FFUE project

· Monitor as main focal point for all FFUE request and ensure their timely delivery

· Perform other related duties as may be assigned by Supervisor.

VI. Competencies[1]

Responsabilité Globale et travail d’Equipe :

• Sert et contribue à la vision, la mission, les valeurs et les objectifs stratégiques de l’OIM
• Planifie, définit les priorités et exécute les tâches à temps ;
• Participe effectivement dans un environnement basé sur le travail d’équipe, le partage de l’information, la collaboration et la coopération avec les autres ;
• Réagit de façon flexible et positive au changement, à travers une participation active ;
• Respecte les règles établies et les normes de conduite professionnelle en toutes circonstances.
• Bonnes qualifications en Informatique;
• Aisance dans la communication écrite et orale ;
• Capacité de mettre en application de nouveaux systèmes ;
• Aptitude à établir des bonnes relations avec les partenaires et à produire des réponses rapides et adéquates

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 – behavioural indicators 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 – behavioural indicators 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: work strategically to realize the Organization’s goals and communicates a clear strategic direction.

· Bachelor’s degree in the relevant field of expertise (Business Administration, Logistics, Management) or a related field from an accredited academic institution with 2 years of relevant professional experience in administration, logistics and procurement.

· 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 Burundi and/or developing East 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

(specify the required knowledge)