Job Description
Responsibilities
Organization of procurement process including;

• Receive the approved procurement and supply requisitions Assigned by the procurement authority
• Conduct RFQs, ITBs or RFPs
• Receipt of quotations, bids or proposals
• Evaluation of received proposals/quotations to ensure compliance with IOM procurement policy
• Share and advice the project managers and supervisors on offer collected and best goods/services to be procured.
• Prepare Purchase orders/ contracts and ensure all approvals are obtained, deliver the Purchase orders to the suppliers and obtain their signatures on the same.
• Follow up with suppliers and ensure timely and proper delivery of the Goods/ Services.
• Coordinate with the receiving unit on Goods/Services to be received and obtain the satisfactory delivery notes
• Conduct first review of vendor invoices to ensure compliance with order and goods/services received.
• Prepare Payment requests and ensure timely payment to suppliers/ service providers.
• Assist in the contract process throughout the procurement cycle including needs definition, market research, tender issuance and vendor performance evaluation in accordance to IOM procurement rules.
• Keep proper data base of procurement related contracts and coordinate with the Senior Procurement assistant on any expiring contracts that requires renewal.
• Make sure all purchased assets are properly recorded into SAP and perform regular inventory checks to ensure physical assets are tallying with records in SAP and that all assets are properly tagged.
• Suggest internal control mechanisms to safeguard the Organization’s assets and prevent fraud. Ensure that appropriate records of assets disposal are kept on and those assets are disposed as per IOM Procurement and Asset Management policies.
• Conduct and follow up the office needs of stock, expendables, services and share the same with the Senior Procurement Assistant.
• Assist in all other logistics services, such as maintenance and repair of office facilities (including preventive maintenance), maintenance of the fleet of IOM vehicles and other common support services at the Mission as well as establish maintenance agreements with competent providers when it is feasible and determined to be cost-effective.
• Maintain proper filing of all procurement-related documents.
• Participate in the One UN procurement Working Group
• Perform any other duties as may be required


Qualifications
Required Qualifications and Experience
Education
• High School diploma with three years of relevant experience; or,
• Bachelor’s degree in Procurement, Business Administration, Project Management with 3 years of relevant professional experience.

Experience
• Demonstrated proficiency in Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Publisher and SharePoint.
• Tolerant individual with ability to work with people from different background and with flexibility and able to work on overtime, when requested.
• Capable of working under stressful and difficult conditions.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Previous work experience with an international/UN organization would be a strong advantage.