Logistics and procurement Assistant

[Ramadi,Iraq ]

Context/Reporting line:

Under the overall supervision of the Senior Resource Management Officer (SRMO), the administrative

supervision of the Head of Office (HoSO) in Anbar, and the direct supervision of the Procurement and Logistics

Officer in Baghdad, the incumbent will be responsible the following tasks:

Core Functions / Responsibilities

1. Ensure that all incoming PRFs to Procurement and Logistics Unit are checked, registered, tracked &

updated.

2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track including

e-filing in SAP and Share point.

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. Control the inbox for the reception of physical quotations in the office, sort them out by RFQs

reference for Procurement and Logistics Officer actions,

6. Control the cleaning materials and reports monthly to the Procurement and Logistics Office in case of

replenishment,

7. Post Request for Quotation upon request of the Procurement and Logistics Officer

8. Prepare and post all Requests for Quotations (RFQ), Request for Proposal (RFP) under the guidance

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. Develop a centralized tracking system either electronically or physically for all PRFs and POs

received and posted in Procurement Unit in specific files for easy reference,

12. Monitor and supply offices supplies and cleaning materials on a quarterly basis,

13. Ensure, through established procedures that all received goods / works / services are in accordance

with the terms and specifications of the respective PO/Contracts, and make sure that the suitable

delivery period which meets the projects implementation schedule.

14. Registration of all IOM assets into PRISM, and/or are disposed with accordance to IOM procedures

and regulations, and make sure that all the needed forms are signed by the staff upon

assigning/releasing assets.

IOM is committed to a diverse and inclusive environment. Applications from qualified female

candidates are especially encouraged, as well as the internal and external candidates are eligible to

apply to this vacancy. For the purpose of the vacancy, the internal candidates are considered as

first-tier candidates.

15. Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioner upon services/works are

rendered and/or the goods are received.

16. Conduct and follow up the fuel consumption for the generators. Communicate with the generators’

technician with regards to the generators’ maintenance.

17. Manage the fleet and make sure that the weekly movement plan is implemented and respond to any ad

hoc movement request in coordination with HoSo and OSS team

18. Perform any other duties as assigned by Procurement officer or Head of Procurement and Logistics.

 

Context/Reporting line:

Under the overall supervision of the Senior Resource Management Officer (SRMO), the administrative

supervision of the Head of Office (HoSO) in Anbar, and the direct supervision of the Procurement and Logistics

Officer in Baghdad, the incumbent will be responsible the following tasks:

Core Functions / Responsibilities

1. Ensure that all incoming PRFs to Procurement and Logistics Unit are checked, registered, tracked &

updated.

2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track including

e-filing in SAP and Share point.

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. Control the inbox for the reception of physical quotations in the office, sort them out by RFQs

reference for Procurement and Logistics Officer actions,

6. Control the cleaning materials and reports monthly to the Procurement and Logistics Office in case of

replenishment,

7. Post Request for Quotation upon request of the Procurement and Logistics Officer

8. Prepare and post all Requests for Quotations (RFQ), Request for Proposal (RFP) under the guidance

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. Develop a centralized tracking system either electronically or physically for all PRFs and POs

received and posted in Procurement Unit in specific files for easy reference,

12. Monitor and supply offices supplies and cleaning materials on a quarterly basis,

13. Ensure, through established procedures that all received goods / works / services are in accordance

with the terms and specifications of the respective PO/Contracts, and make sure that the suitable

delivery period which meets the projects implementation schedule.

14. Registration of all IOM assets into PRISM, and/or are disposed with accordance to IOM procedures

and regulations, and make sure that all the needed forms are signed by the staff upon

assigning/releasing assets.

IOM is committed to a diverse and inclusive environment. Applications from qualified female

candidates are especially encouraged, as well as the internal and external candidates are eligible to

apply to this vacancy. For the purpose of the vacancy, the internal candidates are considered as

first-tier candidates.

15. Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioner upon services/works are

rendered and/or the goods are received.

16. Conduct and follow up the fuel consumption for the generators. Communicate with the generators’

technician with regards to the generators’ maintenance.

17. Manage the fleet and make sure that the weekly movement plan is implemented and respond to any ad

hoc movement request in coordination with HoSo and OSS team

18. Perform any other duties as assigned by Procurement officer or Head of Procurement and Logistics.

 

Education:

 Bachelor’s degree in Procurement, Business Administration, Project Management, or an

equivalent from an academic accredit university or institute.

Experience and Skills:

 At least 2 years of relevant experience.

 Professional experience with specific focus on local/international procurement, clearing &

 Forwarding, VAT, GoY laws and regulations,

 Fleet management experience and insurance management

 Experience in inventory/stock/supplies management.

 Experience working with an international organization or NGO in the procurement section

Languages:

 Fluency in English and Arabic is required.

Behavioral Competencies

 Work prioritization and ability to multitask.

 Shares knowledge and experience.

 Positive, constructive attitude.

 Ability to work and act under pressure with discretion in politically sensitive environment with a

minimum of comfort.

 Responds positively to critical feedback and differing points of view.

 Ready to work independently, under tight deadlines.

 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

 Ability to work in a multi-cultural team environment with a positive attitude.

 Highest standards of integrity, discretion and loyalty.

 Strives for supportive working environment and positive working relationship.

 Creates a respectful office environment free of harassment, retaliation, and promotes the prevention of

sexual exploitation and abuse (PSEA).

 

While this vacancy is open to both Internals and Externals, priority shall be given to qualified Internal applicants.

Female candidates are encouraged to apply.

 

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

https://jobs.my-soc.org/apply/20210725114733/75j19c2xQR0SqBki8UaPm3pYh

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