Administrative Assistant (Procurement)

[Baghdad,Iraq ]

Context:

 

Under the general guidance of the Chief of Mission (CoM) and the Senior resources management Officer (SRMO), under the overall supervision of the Procurement & Logistics Officer and the direct supervision of the Senior Procurement & Logistics Assistant, the incumbent will be responsible for carrying out procurement functions in accordance with IOM’s procurement regulations, rules, and procedures.

 

Core Functions / Responsibilities:

 

           

1. Open a registry of all incoming PRFs to Procurement and Logistics Unit and establish a tracking system for easy search about their outcomes.
2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track and filling system.
3. Assist the Procurement and Logistic Unit in proper filling system
4. Maintain proper Market survey sheet and maintain a data base for estimated cost based on previous purchase.
5. Create a centralized filing system for all copies of, NAP, contract, addendums and Deed of Donations treated for the Filed Mission
6. Control the inbox for the reception of physical quotations in the office, sort them out by RFQs reference for Procurement and Logistics Officer actions,
7. Control the cleaning materials and reports monthly to the Procurement and Logistics Office in case of replenishment,
8. Post Request for Quotation, tender request on website or on newspaper upon request of the Procurement and Logistics Officer
9. Prepare and submit to Finance Unit all payment requests related to Utility Bills, Internet Bills, and Landlines Bills before end of the closure of the Month.
10. Prepare tracking for each dispatch by coordination with destination sub-office and get the proper confirmation and status of the arrived goods, ensure appropriate funds are available for purchase.
11. Monitor and supply offices supplies and cleaning materials for Baghdad office on a quarterly basis,
12. Implement and monitor activities relating to procurement within the office; organize and maintain systems/procedures for procurement, supply, documentation, storage and warehousing, equipment up-grading, etc.
13. Maintain proper e-filling system for all procurements.
14. Perform any other duties as assigned by direct supervisor.

Context:

 

Under the general guidance of the Chief of Mission (CoM) and the Senior resources management Officer (SRMO), under the overall supervision of the Procurement & Logistics Officer and the direct supervision of the Senior Procurement & Logistics Assistant, the incumbent will be responsible for carrying out procurement functions in accordance with IOM’s procurement regulations, rules, and procedures.

 

Core Functions / Responsibilities:

 

           

1. Open a registry of all incoming PRFs to Procurement and Logistics Unit and establish a tracking system for easy search about their outcomes.
2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track and filling system.
3. Assist the Procurement and Logistic Unit in proper filling system
4. Maintain proper Market survey sheet and maintain a data base for estimated cost based on previous purchase.
5. Create a centralized filing system for all copies of, NAP, contract, addendums and Deed of Donations treated for the Filed Mission
6. Control the inbox for the reception of physical quotations in the office, sort them out by RFQs reference for Procurement and Logistics Officer actions,
7. Control the cleaning materials and reports monthly to the Procurement and Logistics Office in case of replenishment,
8. Post Request for Quotation, tender request on website or on newspaper upon request of the Procurement and Logistics Officer
9. Prepare and submit to Finance Unit all payment requests related to Utility Bills, Internet Bills, and Landlines Bills before end of the closure of the Month.
10. Prepare tracking for each dispatch by coordination with destination sub-office and get the proper confirmation and status of the arrived goods, ensure appropriate funds are available for purchase.
11. Monitor and supply offices supplies and cleaning materials for Baghdad office on a quarterly basis,
12. Implement and monitor activities relating to procurement within the office; organize and maintain systems/procedures for procurement, supply, documentation, storage and warehousing, equipment up-grading, etc.
13. Maintain proper e-filling system for all procurements.
14. Perform any other duties as assigned by direct supervisor.

Education

 

• University degree in a related field from an accredited academic institution with one year of relevant professional experience.
• Completed High School degree from an accredited academic institution with three years of relevant professional experience.

 

Experience

 

• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
• Drives IOM vehicles in a safe manner consistent with local regulations.
• Minimum 4 years relevant work experience; Experience in the Humanitarian Field will be an advantage;

 

Languages

 

• Fluency in English and Arabic are required.
• Any other language is and advantage.

 

 

 

 

 

 

 

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

 

Values

• Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 – 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Interested candidates are invited to submit their applications via a link:

 

https://iraq.iom.int/jobs/administrative-assistant-procurement

 

For an application to be considered valid, IOM only accepts online profiles duly completed. Only shortlisted candidates will be contacted.