Under the overall
supervision of Head of Sub Office and the direct supervision of the Procurement
and Logistics Officer, the Procurement Assistant is responsible for all aspects
of procurement services for the IOM Sub Office in Kigoma. In particular, the
incumbent will carry out the following duties and responsibilities:
Core
Functions / Responsibilities:
1. Organize and oversee all procurement activities, in line with the needs of
the IOM Sub office Kigoma and according to the IOM
Procurement Policy. Set up
and implement appropriate mechanisms to avid fraud and ensure transparency.
2. Process purchase requisitions (PR), requests for quote (RFQ) with vendor/s.,
preparation of bid analysis summaries (BAS) followed by final preparation of purchase
order (PO).
3. Ensure all procurement documents are routed for approval using the IOM
authorization matrix as applicable for the mission in the Republic of Tanzania.
4. Prepare request for payment (RFP) documents and close purchase orders when
all consignment is received; submit RFP copies with supporting documentation to
the accounts unit.
5. On a local level, liaise with customs and revenue officials to facilitate
clearance of IOM consignment, as required by the country law.
6. Keep and update an inventory list and tracking system of all IOM assets in
Sub office and set up/streamline procedures to manage and safeguard all IOM
Kigoma’s assets/supplies in Sub office Kigoma. Take care of disposal of assets
according to IOM procedures
7. Keep all vehicles´ registration documents, taxes and stamps according to
laws and regulations in force.
8. Liaise with IOM Administration in Sub office, Kigoma to ensure that all IOM
assets in Kigoma are insured at all times through a reputable Insurance Company
under the best terms and conditions. Follow up on any claims that may arise.
9. Organize maintenance of all office equipment (excluding IT equipment) and
security of the Sub Office, Kigoma and guarantee a continued supply of all
essential utilities.
10. Maintain a file for each vehicle including copies of purchase invoice,
insurance and other relevant documents.
11. Undertake IOM Sub office Kigoma clearing & Forwarding assignments.
Advise on importation & exportation of any duty free commodities and assist
International staff in obtaining documents/licenses/exemptions etc. as and when
appropriate.
12. Perform any other related task as requested.
Required
Qualifications and Experience
Education
Holder of a Secondary School Diploma, with 4 years’ working experience; Or
Bachelor’s Degree combined with 2 years working experience in Law (LLB) or
related field;
Strong Computer skills especially in Ms Excel, Word and Outlook
Experience
Experience in International, Public Procurement or Contracts and Supplier
Management is required.
Knowledge of legal aspects of contract management will be an added advantage
Ability to work under pressure and meet deadlines
Languages
Fluency in English and Kiswahili is required.
Required
Competencies
Behavioural
Accountability – takes responsibility for action and manages constructive
criticisms
Client Orientation – works effectively well with client and stakeholders
Continuous Learning – promotes continuous learning for self and others
Communication – listens and communicates clearly, adapting delivery to the
audience
Creativity and Initiative – actively seeks new ways of improving programmes or
services
Leadership and Negotiation – develops effective partnerships with internal and
external stakeholders;
Performance Management – identify ways and implement actions to improve
performance of self and others.
Planning and Organizing – plans work, anticipates risks, and sets goals within
area of responsibility;
Professionalism – displays mastery of subject matter
Teamwork – contributes to a collegial team environment; incorporates gender
related needs, perspectives, concerns and promotes equal gender participation.
Technological Awareness – displays awareness of relevant technological
solutions;
Resource Mobilization – works with internal and external stakeholders to meet
resource needs of IOM.
Other
Any offer made to the candidate in relation to this vacancy notice is subject
to funding confirmation.
Appointment will be
subject to certification that the candidate is medically fit for appointment
and verification of residency, visa and authorizations by the concerned
Government, where applicable.
Only candidates
residing in either the country of the duty station or from a location in a
neighbouring country that is within commuting distance of the duty station will
be considered. In all cases, a prerequisite for taking up the position is legal
residency in the country of the duty station, or in the neighbouring country
located within commuting distance, and work permit, as applicable.
How to apply:
Interested candidates should fill in the PH form, submit CV and cover letter
indicating Vacancy Notice number with 3 professional references and contacts to
tzvacancy@iom.int
Or send applications
to the address below;
International
Organization for Migration Mission in the United Republic of Tanzania
Slipway Road, off Chole Road, Plot # 1365 Msasani. PO Box 9270 Dar es Salaam,
Tanzania
Kindly note only
shortlisted candidates will be contacted.
