Procurement and Logistics Officer

Job Posting Organization:
The organization is focused on providing humanitarian assistance and support to vulnerable populations. It operates in various countries, aiming to improve living conditions and provide essential services. The organization has a strong commitment to ethical practices and sustainability, ensuring that its operations align with international standards and best practices. Established several decades ago, it has grown to employ thousands of staff members across multiple regions, working collaboratively with local and international partners to achieve its mission.

Job Overview:
The Procurement and logistics-officer" style="border-bottom: 1px dotted #007bff !important;">Logistics Officer plays a critical role in managing the procurement process and ensuring that all logistical operations run smoothly. This position requires a proactive approach to consolidating procurement requisition forms, verifying compliance with the Purchase Authorization Matrix, and obtaining necessary information to facilitate purchases. The officer will assist in higher-value purchases, prepare tender documents, solicit bids, and participate in the evaluation process, providing technical inputs as needed. Once purchases are approved, the officer will confirm terms with suppliers, prepare documentation, and coordinate authorizations. Monitoring the status of requisitions and ensuring timely delivery of goods and services is essential, as is reviewing vendor invoices and coordinating payments with the Finance department. The officer will also maintain records of procurement documentation, conduct market surveys for potential suppliers, and provide guidance to staff on procurement procedures. Additionally, logistics tasks related to property management, warehousing, and transportation will be part of the role, ensuring compliance with import/export regulations for goods.

Duties and Responsibilities:

• Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
• Assist supervisor in more complex, higher-value purchases.
• Prepare tender documents, solicit bids and quotations as applicable; prepare necessary templates, forms, reports, bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
• Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
• Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
• Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
• Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention.
• Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
• Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices. 1
• Provide briefing and technical guidance to all staff in the office on procurement related instructions and procedures. 1
• Perform logistics tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. 1
• Coordinate the timely and secure shipment and customs clearance of goods, liaising with freight forwarders and internal/external stakeholders to ensure compliance with relevant import/export regulations for goods imported by the Mission as international technical assistance, humanitarian aid or diplomatic cargo. 1
• Provide training and guidance to new/junior staff in the unit. 1
• Perform such other duties as may be assigned.

Required Qualifications:
The position requires a university degree in Business Administration, Management, Accounting, Logistics, Supply Chain Management, Law, Economics, or a related field from an accredited academic institution, along with three years of relevant professional experience. Alternatively, candidates with a high school diploma and five years of relevant professional experience will also be considered. Certification in Procurement, Logistics, or Supply Chain Management is an advantage, enhancing the candidate's qualifications for the role.

Educational Background:
Candidates must possess a university degree in a relevant field such as Business Administration, Management, Accounting, Logistics, Supply Chain Management, Law, or Economics from an accredited institution. Those with a high school diploma must have a minimum of five years of relevant professional experience. Additional certifications in Procurement, Logistics, or Supply Chain Management are considered advantageous and may provide a competitive edge in the selection process.

Experience:
Candidates should have experience in procurement and logistics, particularly in working with vendors and service providers. Familiarity with asset management processes is essential. Experience with IOM/UN Procurement and Logistics Rules and Procedures is highly desirable, as is experience working in an international organization, which can provide valuable insights into the operational context of the role.

Languages:
Proficiency in English is mandatory, as it is the primary language of communication within the organization. Knowledge of additional languages, particularly those relevant to the region or the organization's operational areas, is considered a valuable asset and may enhance communication with diverse stakeholders.

Additional Notes:
This position may involve a full-time commitment, and the successful candidate will be expected to engage in various procurement and logistics activities as outlined. The role may require international travel depending on the organization's operational needs. Compensation and benefits will be competitive and commensurate with experience and qualifications, aligning with the organization's standards for similar positions.