Procurement and Logistics Officer

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and offices in over 100 countries, focusing on the humane and orderly management of migration, promoting international cooperation on migration issues, and providing humanitarian assistance to migrants in need. IOM's mission is to ensure the orderly and humane management of migration, to promote international cooperation on migration issues, and to provide humanitarian assistance to migrants in need. The organization is committed to the principles of human rights and the dignity of all individuals, regardless of their migration status.

Job Overview:
The Procurement and logistics-officer" style="border-bottom: 1px dotted #007bff !important;">Logistics Officer will play a crucial role in the procurement and logistics operations of IOM in Chad. This position involves organizing purchasing activities, including obtaining quotations, managing tenders, and ensuring the timely delivery of office supplies and equipment. The officer will provide logistical and administrative support to various projects, prepare payment requests, reports, and data entry tasks. The role requires a proactive approach to managing procurement requests, ensuring compliance with IOM's procurement rules, and implementing mechanisms to prevent fraud and ensure transparency. The officer will also maintain effective communication with suppliers and project staff to ensure that all procurement activities align with project needs and timelines. This position is essential for maintaining the operational efficiency of IOM's projects in Chad and ensuring that all procurement processes are conducted in accordance with organizational standards.

Duties and Responsibilities:

• Receive and process all procurement requests, ensuring they are approved before proceeding with purchases using the applicable IOM authorization matrix.
• Handle purchase requests (PR), requests for quotations (RFQ) with suppliers, and prepare bid analysis summaries (BAS) leading to the final preparation of purchase orders (PO) using the PRISM system.
• Ensure that purchase orders are delivered to suppliers and obtain their signatures.
• Ensure all purchases comply with IOM procurement rules and implement appropriate mechanisms to prevent fraud and ensure transparency.
• Provide monthly checklists on open commitments and follow up with relevant colleagues to ensure timely closure of all PRs and POs in the PRISM system.
• Manage cost-effective procurement services in the area of contracts and long-term agreements (LTA) to support IOM operations in Chad.
• Ensure that assets (IOM and beneficiaries) are created in PRISM through MM before procurement and are acquired and transferred, deactivated once the project is completed.
• Advise project assistants and managers on collected offers and the best goods/services to procure.
• Follow up with suppliers to ensure timely delivery of requested supplies and materials, keeping project staff informed of delivery status. 1
• Coordinate with the receiving unit for goods/services to be received and obtain satisfactory delivery notes and invoices. 1
• Maintain an efficient filing system for all procurement documents, reports, and records, ensuring it is regularly updated. 1
• Compile a comprehensive database of reliable vendors, service providers, and contractors for use in Chad, conducting semi-annual supplier performance reviews and identifying opportunities for specialized suppliers. 1
• Coordinate with the Finance Department to ensure that project codes, account codes, and budget lines are determined before final order and delivery of equipment/material. 1
• Keep a record of office supplies and conduct periodic inventories to ensure timely replenishment of stationery and cleaning products. 1
• Provide logistical support to projects, including identifying suitable venues for training/workshops and assisting program assistants in preparing and compiling training materials. 1
• Prepare service contracts as needed and ensure that the LEG department in Geneva reviews and approves agreements/contracts before signing. 1
• Liaise with suppliers and manufacturers for the repair and warranty of damaged equipment. 1
• Coordinate driver tasks and plan, organize, and coordinate transport needs for the support office in Chad, ensuring effective and efficient allocation of IOM vehicles and hired transport. 1
• Undertake other tasks as assigned that are commensurate with the position.

Required Qualifications:

• University degree in business administration, accounting, or a related field from an accredited educational institution, with three (3) years of relevant professional experience in procurement and logistics.
• Secondary school diploma from an accredited educational institution, with five (5) years of relevant professional experience.
• Certification in procurement, logistics, or supply chain management is an advantage.
• In-depth knowledge of IOM procurement and logistics policies, rules, and regulations.
• Experience executing procurement and supply chain management tasks, with at least one year in a United Nations system or multicultural organization is an asset.
• Excellent communication and negotiation skills.
• Demonstrated ability to maintain integrity in the exercise of responsibilities.
• Attention to detail, initiative, and ability to work with minimal supervision.
• Computer literacy, including MS Office applications such as Word, Excel, etc. 1
• Professional experience with the SAP procurement module is an asset.

Educational Background:
Candidates must possess a university degree in business administration, accounting, or a related field from an accredited institution. Alternatively, a secondary school diploma with extensive relevant experience is acceptable. Accredited universities are those listed in the UNESCO World Higher Education Database. A certification in procurement, logistics, or supply chain management is considered an advantage.

Experience:
Candidates should have a thorough understanding of IOM procurement and logistics policies, rules, and regulations. Relevant experience in executing procurement and supply chain management tasks is essential, with at least one year of experience in a United Nations system or a multicultural organization being a significant advantage. Strong communication and negotiation skills are necessary, along with the ability to maintain integrity and attention to detail in all responsibilities. Candidates should also demonstrate initiative and the ability to work independently with minimal supervision. Familiarity with computer applications, particularly MS Office and SAP procurement modules, is beneficial.

Languages:
Proficiency in French and English is required for all candidates, both oral and written. Knowledge of local Arabic or any other spoken languages would be considered an asset. IOM's official languages are English, French, and Spanish, and proficiency in these languages will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. This post is subject to local recruitment, and only those holding a valid residence and work permit for Chad will be eligible for consideration. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background, or disabilities. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fees). IOM does not request any information related to bank accounts. IOM only accepts duly completed applications submitted through the IOM online recruitment system, which also allows candidates to track the status of their application. For further information and other job postings, candidates are encouraged to visit the IOM Careers and Job Vacancies website.