Procurement Officer

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to become a leading organization in the field of migration, with over 173 member states and offices in more than 100 countries. The organization aims to promote humane and orderly migration for the benefit of all, ensuring that migration is safe, orderly, and dignified. IOM's mission includes addressing the challenges of migration, providing humanitarian assistance, and supporting the development of migration policies that respect human rights.

Job Overview:
The Procurement Officer will play a crucial role in supporting the procurement function of IOM in Haiti. This position involves overseeing the day-to-day procurement activities, ensuring compliance with the organization's regulations and procedures. The incumbent will be responsible for receiving and consolidating procurement requisition forms, verifying their completeness, and ensuring adherence to the Purchase Authorization Matrix. The role requires assisting supervisors in processing higher-value purchases, preparing tender documents, soliciting bids, and participating in the evaluation process. The Procurement Officer will also confirm terms of agreements with suppliers, prepare necessary documentation, and monitor the status of open requisitions to ensure timely delivery of goods and services. Additionally, the officer will maintain records of all procurement documentation and prepare periodic reports to highlight issues that require attention. This position also involves conducting market surveys to identify potential suppliers and providing guidance to staff on procurement-related instructions and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Officer include:

• Receiving and consolidating procurement requisition forms, ensuring they are complete and comply with organizational guidelines.
• Assisting in processing higher-value purchases and preparing tender documents.
• Soliciting bids and quotations, preparing bid analysis summaries, and participating in the evaluation process.
• Confirming terms of agreements with selected suppliers and preparing relevant documentation such as purchase orders and contracts.
• Monitoring the status of open requisitions and ensuring timely delivery of goods and services.
• Coordinating with the receiving unit to obtain satisfactory delivery notes upon delivery.
• Reviewing vendor invoices, preparing payment requests, and coordinating with Finance for timely payments.
• Creating and maintaining physical and electronic records of procurement documentation.
• Conducting market surveys to identify potential new suppliers and evaluating them based on quality, prices, and services. 1
• Keeping track of contractual agreements and informing concerned parties for timely renewals. 1
• Monitoring office supplies and preparing requisitions as needed. 1
• Providing training and guidance to new or junior staff in the unit. 1
• Performing logistics tasks related to property and asset management, warehousing, and transportation. 1
• Coordinating fleet operations activities, including vehicle scheduling and maintenance.

Required Qualifications:
The required qualifications for the Procurement Officer position include:

• A Bachelor’s degree in Business Administration, Logistics, or a related field, with a minimum of 3 years of relevant professional experience. Alternatively, a high school diploma with 5 years of relevant professional experience is acceptable.
• Proven experience in procurement and vendor management, as well as familiarity with administrative, financial, and internal control procedures.
• Proficiency in office software packages, particularly MS Word and Excel, along with strong analytical and data analysis skills.
• Excellent communication skills and a high degree of computer literacy, particularly with computerized accounting systems such as SAP/FIORI.
• A demonstrated ability to work effectively with colleagues from diverse cultural and professional backgrounds.

Educational Background:
The educational background required for this position includes a Bachelor’s degree in Business Administration or Logistics. Candidates with a high school diploma may also be considered if they possess significant relevant professional experience. A strong foundation in business principles, procurement processes, and logistics management is essential for success in this role.

Experience:
Candidates should have a minimum of 3 years of relevant professional experience in procurement and vendor management. Experience in administrative, financial, and internal control procedures is also necessary. Familiarity with office software packages, particularly MS Word and Excel, is required, along with strong analytical and planning skills. Experience with computerized accounting systems, such as SAP/FIORI, is highly desirable.

Languages:
Proficiency in English is mandatory for external applicants in the Professional category, along with at least a working knowledge of one additional UN language (Arabic, Chinese, French, Russian, or Spanish). Fluency in French and Creole is required, both oral and written, to effectively communicate within the local context and with stakeholders.

Additional Notes:
This position is based in Haiti and may involve full-time responsibilities. The role requires a commitment to the values and competencies of IOM, including teamwork, delivering results, managing knowledge, accountability, and effective communication. The organization values diversity and inclusion, and candidates are expected to demonstrate respect for individual and cultural differences. The position may involve international recruitment, and compensation and benefits will be aligned with IOM standards.