Procurement and Logistics Assistant – Kasulu,

Vacancy Announcement IOM/KSU/005/19
Position title Procurement and Logistics Assistant
Position grade G4
Duty station Kasulu, United Republic of Tanzania
II. ORGANIZATIONAL CONTEXT AND SCOPE
Context: Under the overall supervision of Head of Sub Office and the direct supervision of the Procurement and Logistics Officer, the Procurement Assistant will support all aspects of procurement services for the IOM Sub Office in Kasulu. The incumbent will carry out the following duties and responsibilities:
III. RESPONSIBILITIES AND ACCOUNTABILITIES
Process purchase requisitions (PR), requests for quote (RFQ) with vendor/s., preparation of bid analysis summaries (BAS) followed by final preparation of purchase order (PO).
Ensure all procurement documents are routed for approval using the IOM authorization matrix as applicable for the mission in the United Republic of Tanzania.
Prepare request for payment (RFP) documents and close purchase orders when all consignment is received; submit RFP copies with supporting documentation to the accounts unit.
On a local level, liaise with customs and revenue officials to facilitate clearance of IOM consignment, as required by the country law.
Keep and update an inventory list and tracking system of all IOM assets in Sub office and set up/streamline procedures to manage and safeguard all assets/supplies in Sub office Kasulu. Take care of disposal of assets according to IOM procedures
Keep all vehicles´ registration documents, taxes and stamps according to laws and regulations in force.
Liaise with IOM Administration in Sub office, Kasulu to ensure that all IOM assets in Kasulu are insured at all times through a reputable Insurance Company under the best terms and conditions. Follow up on any claims that may arise.
Organize maintenance of all office equipment (excluding IT equipment) and security of the Sub Office, Kasulu and guarantee a continued supply of all essential utilities.
Maintain a file for each vehicle including copies of purchase invoice, insurance and other relevant documents.
Undertake IOM Sub office Kasulu clearing & Forwarding assignments. Advise on importation & exportation of any duty‐free commodities and assist International staff in obtaining documents/licenses/exemptions etc. as and when appropriate.
Perform any other related task as requested.
IV. DESIRABLE COMPETENCIES
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 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
Team work
 Establishes strong relationships with colleagues and partners; relates well to people at all levels.
 Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
 Willingly puts in extra effort without being asked and adopts a “hands‐on” approach whenever necessary to achieve team objectives.
 Coordinates own work with that of the team to meet agreed priorities and deadlines
Delivering results
 Produces quality results and provides quality services to clients.
 Meets goals and timelines for delivery of products or services.
 Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
 Shows understanding of own role and responsibilities in relation to expected results.
Managing and sharing knowledge
 Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
 Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
 Puts new learning into practice and draws on diverse sources of ideas and inspiration.
 Contributes to the identification of improvements to work processes and assists in implementing them.
Accountability
 Accepts personal responsibility for quality and timeliness of work.
 Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
 Operates in compliance with organizational regulations and rules.
 Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement
Communication
 Presents information using language and sequence of ideas that is easy for recipients to understand.
 Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two‐way communication.
 Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
 Listens carefully and genuinely to the views and positions of others; acts on received information
V. EDUCATION AND EXPERIENCE
EDUCATION
 Holder of a Secondary School Diploma, with 4 years’ working experience; Or Bachelor’s Degree combined with 2 years working experience in Law (LLB) or related
field;
 Strong Computer skills especially in Ms Excel, Word and Outlook
EXPERIENCE
 Experience in International, Public Procurement or Contracts and Supplier Management is required.
 Knowledge of legal aspects of contract management will be an added advantage
 Ability to work under pressure and meet deadlines
VI. LANGUAGES
 Thorough knowledge of English, Fluent (Written and Spoken)
How to apply:
Interested candidates should fill in the PH form, submit CV’s and cover letter indicating Vacancy Notice number with 3 professional references and contacts to tzvacancy@iom.int
Or send applications to the address below;
International Organization for Migration Mission in the United Republic of Tanzania Slipway Road, off Chole Road, Plot # 1365 Msasani. PO Box 9270 Dar es Salaam, Tanzania
Kindly note only shortlisted candidates will be contacted & Vacancy is only open for Tanzanian nationals.
For further information, please refer to: https://tanzania.iom.int/
Posting period:
From 21st March – 03rd April 2019