OPEN TO INTERNAL AND EXTERNAL CANDIDATES Position Title : Procurement and Logistics Officer Duty Station : IOM Somalia in Nairobi, Kenya* Classification : Professional Staff, Grade P2 Type of Appointment : Fixed term, one year with possibility of extension Estimated Start Date : As soon as possible Closing Date : February 05, 2016 Reference Code : VN2016/15(P)-EXT 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. 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. IOM has a proactive recruitment policy to increase the representation of nationals of nonrepresented member states. Qualified applicants from the following countries will be favorably considered: Algeria, Antigua and Barbuda, Bahamas, Belize, Benin, Botswana, Cambodia, Cape Verde, Czech Republic, Comoros, Djibouti, El Salvador, Gabon, Gambia, Guinea, Guyana, Holy See, Iceland, Israel, Lesotho, Libya, Luxembourg, Maldives, Malta, Marshall Islands, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Papua New Guinea, Paraguay, Republic of Congo, Saint Vincent and the Grenadines, Samoa, Seychelles, Somalia, Suriname, Swaziland, Timor Leste, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam Applications from qualified female candidates are especially encouraged. Context: Under the overall supervision of the Program Manager/Chief of Party (COP), and direct supervision of Programme Resource Management Officer, the successful candidate will be responsible for providing oversight for the procurement and logistics functions within the Somalia Stabilization Initiative (SSI) programme, including, working in close coordination with the Compliance Officer ensuring compliance with IOM and OTI standards and promoting transparent, systemized and accountable procurement processes for goods and services. The SSI program in Somalia is primarily a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas and with all levels of Government, particularly newly formed District Administrations and regional state institutions. Page 1 / 5
Core Functions / Responsibilities: 1. Supervise staff and activities in the Somalia Stabilization Initiative (SSI) procurement and logistics teams. 2. Implement service and support-oriented procurement management systems for SSI grant projects, including procurement, contracting and logistical support, in a timely manner and in compliance with IOM/OTI requirements. 3. Establish and maintain a database for all service providers, in accordance with OFAC principles and based on established standard operating procedures for the selection of partners. 4. Identify logistical bottlenecks and propose ways to fill in the gaps and ensure proper distribution mechanisms are in place. 5. Implement contract tracking and administration system to ensure effective tracking and monitoring of contracts/agreements procured under the project. Draft contract agreements and facilitate the approvals processes with IOM s Legal and Field Procurement Units in Geneva/Manila. 6. Support the management and training of the IOM/SSI Procurement and Logistics teams (in Nairobi and Somalia) whose responsibilities include the expeditious sourcing, vetting and contracting of goods and service providers, and compliance with IOM / OTI regulations. 7. Provide accountable, transparent and context sensitive Procurement & Logistics recommendations that take into consideration the dynamic security environment of Somalia and the objectives/geographic scope of the OTI funded programme. 8. In coordination with the Management team, implement the formation, training and sensitization of community Bids opening Committees in the field, comprising Somali government officials and citizens, as well as OTI staff, to ensure the Bid Committees meet the requirements of the OTI program and remain compliant with all IOM procurement policies and procedures. 9. Assist the programme management in preparing RFQ's, PRs, BASs, and review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance with IOM procurement regulations. Ensure that all procurement and contracting processes are in full compliance and all activities are up to date with IOM and donor reporting and auditing requirements. 10. Support the development of a procurement and logistics plan, taking into consideration the procurement, storage / warehousing, transportation and audit compliance needs of the OTI funded project. 11. Monitor the drafting of all documents necessary for customs clearances in Somalia as well as coordinating deliveries of goods to the beneficiaries, including asset/goods handover forms. 12. Maintain centralized records of all transactions related to procurement and logistics of SSI grants throughout Somalia in compliance with OTI / USAID audit requirements. Page 2 / 5
13. Maintain consistent communication and coordination with the SSI Program Manager / Chief of Party, Deputy Program Manager / Deputy Chief of Party, Field Coordination Officer, Grants Manager and Resource Management Officer on the status of procurement, contracting and logistics activities. 14. Implement effective systems for assets management including regular reviews of IOM/SSI inventory. 15. Prepare regular progress reports and provide recommendations on pricing, sourcing and specifications relating material, goods and services for the SSI programme in order to improve grant deliverables and project quality, based on regular, transparent market analyses. 16. Attend SSI/IOM grant coordination meetings, and make recommendations to the Program Manager/ Chief of Party on improvement to grant implementation activities and procedures, and on increasing the efficiency of OTI contract tendering mechanisms. 17. Draft standardized forms for bidding and tendering processes taking into consideration locally available resources, and safety and security concerns, in conjunction with appropriate SSI engineering and field coordination teams as well as governmental counterparts. 18. Work with the IOM Mission, the RMO and relevant government offices, ensure all paperwork and procedures are followed for customs and duty exemptions. 19. Assist in the coordination of vehicle controls, supervision of drivers, and management of staff movements. 20. Monitor the vetting of vendors, suppliers and contractors utilizing the existing databases such as US government, UN risk management unit and demonstrate compliance with key USAID/OTI policies and confirm that grantees are vetted prior to signing agreements for distribution of funds. 21. Plan and conduct field offices visits on regular basis, particularly those that are required as a result of reports of corruption allegations, conflict of interest or poor management of procurement and report back to the Chief of Party/COM. 22. Perform such other duties as may be assigned. Required Competencies Behavioural Takes responsibility and manages constructive criticism; Works effectively with all clients and stakeholders; Promotes continuous learning; communicates clearly; Takes initiative and drives high levels of performance management; Plans work, anticipates risks, and sets goals within area of responsibility; Displays mastery of subject matter; Page 3 / 5
Contributes to a collegial team environment; Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; Displays awareness of relevant technological solutions; Works with internal and external stakeholders to meet resource needs of IOM. Technical Effectively applies specialized knowledge of logistics and procurement to timely source goods and services; Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM. Emergency and Crisis Works effectively in high-pressure, rapidly changing environments; Coordinates actions with emergency response actors and making use of coordination structures; Supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors; Establishes and maintains effective relationships with implementing partners; Makes correct decisions rapidly based on available information. Required Qualifications and Experience Education Master s degree in Business Administration, Logistics or a related field from an accredited academic institution with two years of relevant professional experience; or University degree in the above fields with four years of relevant professional experience. Experience Experience in procurement and logistics at the international level; Diverse experience working on complex projects, specifically meeting timelines and milestones; Knowledge of asset management processes and procedures; Experience living and working in a phase III security environment. Languages Fluency in English is required. Working knowledge of any regional languages is an advantage. Note: 1. Appointment is subject to funding confirmation. 2. With frequent travel to Somalia and possible relocation to Mogadishu if and when the situation is conducive. Page 4 / 5
How to apply: Interested candidates are invited to submit their applications via PRISM, IOM e-recruitment system, by February 05, 2016 at the latest, referring to this advertisement. For further information, please refer to: http://www.iom.int/how-apply In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for applications. Only shortlisted candidates will be contacted. You can track the progress of your application in your personal application page in the IOM e-recruitment system. Posting period: From 22.01.2016 to 05.02.2016 Requisition: VN 2016/15 (P) - Procurement and Logistics Officer (P2) - IOM Somalia in Nairobi, Kenya (54732041) Released Posting: VN 2016/15 (P) - Procurement and Logistics Officer (P2) - IOM Somalia in Nairobi, Kenya (54732042) Released Page 5 / 5