Under the overall supervision of the Regional Senior Resources Management Officer (SRRMO), and the direct supervision of the Regional Procurement & Supply Chain Officer, the Regional Supply Chain Assistant will support the Regional Supply Chain and Procurement of the Regional Office in Cairo (RO Cairo) and the Supply Chain and Procurement functions of the Country Offices (COs) within the Middle East and North Africa (MENA) region.
- Conduct regular market surveys and identify reliable suppliers in the Regional Office.
- Monitor and coordinate all multifunctional logistics requirements for Regional Office.
- Monitor compliance of procurement activities with IOM Field Procurement Manual, Financial Rules and Regulations, relevant Organizational Policies; donor regulations (when required).
- Assist in transactional procurement including tendering processes, evaluation, contracting, payment conditions, and performance evaluation.
- Prepare monthly reports to the Regional SC and Procurement Officer and Senior management on procurement activities and implementation status.
- Prepare and coordinate with regional team RFQs, PRs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with IOM rules and regulations.
- Prepare and follow up on purchase orders for goods, GRN ,AWB and contracts for services. Support the Regional team and missions in the region in their training arrangements within the Office, in terms of hotel bookings, transportation arrangement and invoice payments.
- Regularly update Vendor Information Sheets (VIS) and intiaite Supplier Registration on WAVE..
- Maintaine and update of all procurement files and Procurement transaction tracking matrixes.
- Responsible for tracking Assets and Inventory movements of all expendable and non-expendable items.
- Control that tags are affixed to the assets.
- Verify assets are located where they should be and used in IOM’s best interest.
- Regularly update of assets assignment forms and inventory data bases.
- Facilitate that receipts are received when payment is conducted. Request authorizations as per DOA for all procurement transactions.
- Manage and lead the Fleet and Cleaning teams of the Regional Office to maintain efficient vehicle operations, proper maintenance, and high standards of cleanliness. Monitor scheduling, performance, and compliance with safety and quality standards, while driving operational improvements.
- Any other duties as assigned by Regional Supply Chain and procurement officer.
- University degree in Procurement, Business Administration, Project Management or related filed from accredited academic institution with 3 years of relevant professional experience, or
- Completed High School degree from accredited academic institution with 5 years relevant professional experience.
- Professional experience with specific focus on local/international procurement, clearing & forwarding, VAT.
- fleet management experience and insurance management
- Experience in inventory/stock/supplies management.
- Experience working with an international organization or NGO in the procurement section
- Ability to work independently or with minimal supervision;
- High level of planning, organization and reporting skills.
- Good communication skills
- Ability to work effectively and harmoniously with colleagues from various cultures and professional backgrounds.
- Ability to meet deadlines and work under pressure.
- Good level of computer literacy, knowledge of SAP will be considered as an advantage.
- Personal commitment, efficiency, flexibility, drive for result
For this position, fluency in English and Arabic is required (oral and written).
IOM’s official languages are English, French and Spanish. 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 three 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.
- 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.
- 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.
- 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.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
- 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.
- 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 online recruitment system. The online tool also allows candidates to track the status of their application.