Procurement Officer

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 150 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM's work encompasses a wide range of areas including humanitarian assistance, development, and migration management, making it a key player in the global migration landscape.

Job Overview:
The Procurement Officer will work under the overall supervision of the Supply Chain Officer (SCO) and the direct supervision of the Head of Sub Office. The primary responsibility of this position is to coordinate and implement the procurement process for the office and sub-office in Nigeria. This includes obtaining quotations, managing tendering processes, and overseeing the purchases and deliveries of supplies and services. The role requires a thorough understanding of IOM’s procurement policies and procedures, ensuring compliance at all stages of the procurement cycle. The officer will be expected to receive and consolidate procurement requisition forms, verify their completeness, prepare tender documents, solicit bids, and analyze them to ensure the best value for the organization. The Procurement Officer will also be responsible for maintaining accurate records of all procurement activities and providing technical guidance to staff on procurement-related matters.

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

• Receiving and consolidating procurement requisition forms, ensuring they comply with the Purchase Authorization Matrix and other office instructions.
• Preparing tender documents and soliciting bids and quotations as necessary.
• Analyzing bids and preparing bid analysis summaries for the requesting unit.
• Confirming terms of agreement 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.
• Liaising with the receiving unit to obtain satisfactory delivery notes upon delivery.
• Reviewing vendor invoices and preparing payment requests, following up with the Finance Unit for timely payments.
• Maintaining physical and electronic records of all procurement documentation in accordance with IOM procedures.
• Conducting market surveys to identify potential new suppliers and evaluating them based on quality, price, and service. 1
• Keeping track of contractual agreements and monitoring office supplies and services, preparing requisitions as needed. 1
• Providing technical information to staff regarding procurement instructions and procedures. 1
• Performing logistics tasks related to property and asset management, warehousing, and transportation. 1
• Supporting the coordination of transportation needs and monitoring vehicle maintenance records. 1
• Monitoring contractor activities on office premises and supporting the organization of meetings, workshops, and training sessions. 1
• Performing any other duties as assigned by the supervisor.

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

• A university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution, or a high school diploma with four years of relevant professional experience.
• Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage.
• At least two years of experience in Supply Chain Management, with skills in conducting local and international procurement, clearing and forwarding, and knowledge of government laws and regulations related to procurement.

Educational Background:
Candidates must possess a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited academic institution. Alternatively, a high school diploma with four years of relevant professional experience is acceptable. Certification in Procurement, Logistics, or Supply Chain Management is advantageous and may enhance a candidate's application.

Experience:
The position requires at least two years of experience in Supply Chain Management. Candidates should have a solid understanding of procurement processes, including local and international procurement, as well as knowledge of clearing and forwarding procedures. Familiarity with government laws and regulations, insurance, and inventory management is essential. Experience with IOM Procurement and Logistics policies is highly desirable, and knowledge of Oracle and common software applications such as Word, Excel, PowerPoint, and Access is expected.

Languages:
The mandatory language requirement for this position is proficiency in English. Additional languages may be considered an asset, particularly those relevant to the region or the organization's operations.

Additional Notes:
Interested candidates are requested to indicate their preferred duty station in their application letter when submitting their application. The position may involve full-time work and could require flexibility in terms of working hours and responsibilities. Compensation and benefits will be discussed during the interview process.