International Organization for Migration (IOM)
Vacancy Notice no: IOM/016/12
Position Title: COS Assistant – Procurement and Logistics
Position/Grade: Ungraded (Kshs. 116,100.83 per month)
Duty Station: Kakuma, Kenya
Organizational Unit: COS/Kakuma
Type of Contract: 3 months Special Short Term Contract
General Functions:
Under the direct supervision of the Procurement and Logistics Officer in Nairobi and the administrative supervision of the Head of Sub-office in Kakuma, the incumbent will implement all logistics and procurement functions in Kakuma.
Essential Functions:
• Receive all procurement and supply requisitions from Kakuma sub office, and ensure endorsement prior to procurement.
• Solicit for offers and quotations, and prepare Bids analysis accordingly.
• Coordinate all procurement approvals with the Procurement and Logistics.
• Share and advice the project managers and supervisors on collected offers and best goods/services to be procured.
• Ensure all goods and services procured according to IOM procurement rules and internal rules.
• Prepare Purchase Orders (PO)/ contracts; ensure all approvals are obtained; deliver the Purchase Orders (PO) to the suppliers and obtain their signatures on the same.
• Follow up deliveries with suppliers and ensure timely and proper delivery of the Goods/ Services.
• Coordinate with requesting units on Goods/Services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.
• Follow- up and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.
• Conduct first review of vendor invoices to ensure compliance with order and goods received.
• Prepare Payment requests and ensure timely payment to suppliers/ service providers.
• Prepare contracts for Purchase of goods/ Services including rent of property, and ensure timely payment to suppliers/service providers.
• Update and encode required information on all purchases and contracts into the database. Ensure that all purchased assets are properly recorded into the data base and properly assigned to users through AAF.
• Prepare reports and financial analysis of high cost purchases.
• Ensures all assets are well maintained, stored and conducts a periodic inventory of IOM assets or whenever requested to.
• Conduct and follow up the office needs of stock, expendables, services and share the same with the Head of the office and the Logistics Procurement Officer.
• Provide full logistical support for delivery, construction activities in the field including transport to and from the sub office.
• Ensure appropriate records regarding assets disposal; ensure assets are located accordingly and used in the IOM’s best interest.
• Keeps updated and proper filing system for all procurement documents.
• Perform any other related task as requested.
Desirable Qualifications:
• Bachelor’s Degree in Management, Business Administration or related field from an accredited academic institution.
• At least 5 years professional experience in Local and International Procurement, Logistics, Warehouse Management, Inventory Control, VAT Regulations.
• Previous working experience in an International Organization a must.
• Working knowledge in Procurement, Warehousing and Inventory Systems desirable. Proficient in Microsoft Windows.
• Functional IOM competencies required: Effective Communicator, Successful Negotiator, Creative and Analytical Thinker, Active Learner, Team Player and Cross-cultural facilitator
• Excellent command in English and Kiswahili.
Mode of Application:
Submit cover letter and CV including daytime telephone and email contact to:
International Organization for Migration (IOM),
Human Resources Department,
P.O. Box 55040 – 00200, Nairobi, Kenya
OR send via e-mail hrnairobi@iom.int
Closing Date: 5th April, 2012
Only shortlisted applicants will be contacted
