Expedited SVN Recruitment-Procurement and Logistics, Katsina Sub-Office

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Working under the overall supervision of the Supply Chain Officer (SCO) and the direct supervision of the Head of Sub Office the incumbent will be responsible for the coordination and implementation of the procurement process including obtaining quotations, tendering, purchases and deliveries of supplies/services at the Katsina Sub-Office as well as the Mission in Nigeria in accordance with IOM's Procurement policies and procedures.

Responsibilities: Receive Purchase Requisition Forms and make sure are fully endorsed prior to procuring using the IOM authorization matrix as applicable for the Sub-Office and Mission as a whole.

Assist Requesting units in requirements definition by providing information on products available in the market and their specifications.

Prepare objective evaluation criteria to evaluate bids for Works, services and supply in coordination with requesting units and ensure these criteria are featured in the solicitation documents before advertising or sharing them with potential Bidders.

Solicit Quotations/Proposals, prepare Bids Analysis Summaries (BAS) in conformity to the requirements shown in the Purchase requisition Form (PRF) and issue Purchase Order (PO) through WAVE Oracle. Make sure POs are delivered to vendors and their signatures obtained and filing system are up-to-date

Organize and facilitate Pre-Bid Conferences by inviting potential Bidders and sharing relevant information regarding Tenders.

Guide the Bids Evaluation and Awards Committee on the process of Bids Opening, evaluation and recommendation while ensuring full compliance with IOM Procurement Rules and Regulations;

Ensure all procurements are performed in accordance with the IOM procurement rules (IN168 Rev.3 and implement existing mechanisms to avoid fraud and ensure transparency to complement the IOM rules and regulations on procurement.

Provide a monthly checklist on Open Purchase orders and Purchase Requests and follow up with relevant colleagues to ensure their timely closure in the WAVE Oracle Module.

Coordinate preparation of contracts using the standard IOM template for procuring services, goods and works for the organization and follow up with the legal department on their review and to obtain their endorsement in support of the Sub-Office's and Mission's operations

Participate in negotiations with contracted firms on the implementation of activities under the project components and monitor progress of contracts implementation to ensure that they abide by the stipulated standards, procedures and planned procurement timetables.

Make sure both IOM and Beneficiary assets are created appropriately in WAVE Oracle prior to procurement and are acquired, transferred and retired in accordance with IOM's asset management practices.

Prepare and maintain price list database of regular supplies for the Sub-Office and provide information on price estimates to Requesting Departments for preparation of Purchase Requests

Conduct post-evaluation checks of selected/shortlisted Bidders by carrying out reference checks and vendor searches against exclusion databases of the UN/Governmental agencies.

Follow-up with suppliers and ensure timely delivery of requested supplies and services and keep the concerned project staff informed on the status of the delivery as well as invoice submission

Coordinate with the receiving units on Goods/Services to be received and obtain the satisfactory delivery notes, Goods Receipt Notes and invoices from the receiving unit.

Develop Key Performance Indicators (KPI's) with the guidance and support of the Procurement and Logistics Officer (PLO), document the performance of Supplier against the Established long Term Agreements (LTAs) using established KPI's and follow up with suppliers on improvements.

Ensure safe running condition of the fleet and Office Power Generators by monitor accuracy of records according the Vehicle/Generator Logbooks, Servicing/Maintenance records & Fuel Consumption.

- Perform any other duties as may be required from time to time.

Qualifications: Education

University Degree in Business Administration, Purchasing & Supply or a related field from an accredited academic institution

Accredited Universities are those listed in the UNESCO World Higher Education Database .

Experience

At least two years' experience in Supply Chain Management.

Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management.

Very good understanding of IOM Procurement and Logistics policies.

Knowledge of Oracle is desired

Common software applications such as Word, Excel, PowerPoint, and Access.

Demonstrated ability to maintain integrity in performing responsibilities assigned.

Skills

Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management.

Very good understanding of IOM Procurement and Logistics policies.

Knowledge of Oracle is desired,

Common software applications such as Word, Excel, PowerPoint and Access.

Demonstrated ability to maintain integrity in performing responsibilities assigned.

Languages

For all applicants, fluency in English Language 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.

Core Competencies – behavioural indicators (Level 1)

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.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)

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.

Notes

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.