Procurement Assistant
Luanda
- Organization: IOM - International Organization for Migration
- Location: Luanda
- Grade: Senior Executive level - Assistant Director - General level - Internationally recruited position
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Occupational Groups:
- Administrative support
- Procurement
- Closing Date:
Job Description
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental, and non-governmental partners. In September 2016, IOM became a related agency of the United Nations (UN), thereby becoming the UN Migration Agency. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants. Since 1991, IOM works closely with the Angolan government on migration issues, notably as they relate to policy, border management, protection, health, climate change and other fields.
Under the direct supervision of the Chief of Mission in Angola and in collaboration with relevant staff in the office, and procurement Unit in Sub-Regional Office Pretoria, the candidate will be responsible and accountable for managing the supply chain functions in Angola.
Responsibilities
Manage procurement cycle: receive requisitions, prepare tender documents, solicit bids, conduct bid analysis, and finalize purchase orders/contracts.
Monitor requisitions, ensure timely delivery of goods/services, and coordinate with receiving units for delivery notes.
Review vendor invoices, prepare payment requests, and liaise with Finance for timely payments.
Maintain accurate procurement records (physical/electronic) and support preparation of periodic reports.
Conduct market surveys to identify and evaluate suppliers/service providers for quality, pricing, and reliability.
Track contractual agreements, ensure timely renewals, and manage office supplies/utilities requisitions.
Provide technical guidance to staff on procurement policies and procedures.
Oversee supply chain tasks including asset management, warehousing, insurance, maintenance, and transportation.
Coordinate transportation logistics, monitored vehicle logbooks, fuel consumption, and maintenance records.
Supervise contractors working on office premises.
Support organization of meetings, workshops, and trainings.
Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit.
Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
Provide technical information to all staff in the office on procurement related instructions and procedures.
Perform other duties as may be assigned.
Qualifications
University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with relevant professional experience; or
High school diploma with two years of relevant professional experience
Certification in Procurement, Logistics or Supply Chain Management is an advantage.
Experience in procurement and logistics and working with vendors and service providers;
Experience with asset management process;
Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage;
Experience working in an international organisation an advantage.
High level of computer literacy;
Ability to work with national and international institutions;
Ability to prepare clear and concise report;
Excellent communication and negotiation skills;
Ability to establish realistic resource requirements to meet IOM needs.
Work in a multicultural environment
- 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.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- 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.
Required Skills
Job info
Contract Type: Special Short term ungraded (Up to 9 months)Initial Contract Duration: 6 Months
Vacancy Type: Call for Applications
Recruiting Type: General Service
Grade: UG
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.