Job Description

Under the overall supervision of the Chief of Mission (CoM) in Malawi and direct supervision of the Resources Management Officer (RMO); and, in collaboration with relevant units at Headquarters and the Administrative Centres, the  successful candidate will be responsible and accountable for supply chain activities, guided by Supply Chain Management (SCM) objectives to  deliver quality goods/services to the beneficiaries at optimal  price and in a timely manner.

Responsibilities

1. Carry out and support coordination of procurement activities in the office, including revision and consolidation of purchase request forms, organization and evaluation of bidding processes and follow up on purchase orders until the successful delivery of the products or services and timely payment to suppliers.

2. Assist supervisors in more complex, higher-value purchases. 

3. Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities. 

4. Participate in negotiations of terms and conditions of purchases and help resolve issues related to the delivery of goods and services. 

5. Provide technical guidance to requisitioners and all staff in the office on preparation of specifications and procurement instructions and procedures. Participate in the development, evaluation, and updating of systems and procedures for procurement; suggest areas for improvement and risk-mitigation measures. 

6. Identify local and international suppliers and service providers; participate in their evaluation taking into consideration quality, prices, reliability, and services and the organization’s best interests. 

7. Contribute to the development of tools for tracking of contracts, agreements, and progress toward the achievement of the procurement plans and schedules.

8. Coordinate the maintenance of files with all required documentation and the preparation and timely submission of reports and statistics. 

9. Provide specialized support in the planning, implementation and monitoring of supply chain activities related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. 

10. Coordinate supply chain operations with other UN Agencies, partners, and government authorities. 

11. Plan and coordinate fleet activities of the office and monitor fuel consumption and maintenance of vehicles.   

12. Coordinate service and maintenance of office facilities and equipment and a continued supply of all essential utilities and items used in the office.

13. Provide training and guidance to the junior SCM staff of CO, while supervising, monitoring, evaluating and supporting their professional and career development.

14. Participate and engage actively in the UN inter-agency meetings and forums related to supply chain management. Collaborate on sharing resources to achieve common goals and implementation of UN global initiatives

15. Perform other duties as may be assigned. 

Qualifications

EDUCATION

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with four years of relevant professional experience; or

• High school diploma with six years of relevant professional experience

Certification in Procurement, Logistics or Supply Chain Management is an advantage

EXPERIENCE

• Experience in procurement and logistics and working with service providers and vendors.

• 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 in a multi-cultural setting an advantage.

• Experience in training and coordinating teams.

SKILLS

• High level of computer literacy.

• Ability to work with national and international institutions. 

• Ability to prepare clear and concise report.

• Demonstrated ability to and exercise sound judgment.

• Ability to supervise staff and coordinate administrative activities.

• Excellent communication and negotiation skills.

• Ability to establish realistic resource requirements to meet IOM needs.

Required Skills

Job info