Procurement and Logistics Officer

Job Posting Organization:
The organization is focused on providing humanitarian assistance and support to vulnerable populations. It operates in multiple countries, aiming to improve the living conditions and opportunities for individuals affected by crises. The organization has a mission to promote humane and orderly migration, ensuring that the rights of migrants are respected and upheld. Established several years ago, it has grown to employ thousands of staff members worldwide, working in various sectors including procurement, logistics, and humanitarian aid.

Job Overview:
The Procurement and Logistics Officer will play a crucial role in managing the procurement processes and logistics operations within the organization. This position requires a proactive approach to receiving and consolidating procurement requisition forms, ensuring compliance with the Purchase Authorization Matrix and other office instructions. The officer will be responsible for preparing tender documents, soliciting bids, and conducting bid analysis to support the decision-making process for procurement. Once purchases are approved, the officer will confirm terms of agreements with suppliers, prepare necessary documentation, and coordinate authorizations. Additionally, the officer will monitor the status of open requisitions, follow up on deliveries, and ensure timely payments to suppliers. The role also involves maintaining accurate records of procurement activities and conducting market surveys to identify potential new suppliers, ensuring that the organization’s interests are prioritized. The officer will also support logistics tasks related to property management, warehousing, and transportation, contributing to the overall efficiency of the organization’s operations.

Duties and Responsibilities:

• Receive and consolidate all procurement requisition forms, ensuring they are complete and compliant with the Purchase Authorization Matrix.
• Prepare tender documents and solicit bids and quotations as necessary.
• Conduct bid analysis and share findings with the requesting unit.
• Confirm terms of agreement with selected suppliers and prepare relevant documentation such as purchase orders and contracts.
• Monitor the status of open requisitions and follow up on the timely delivery of goods and services.
• Coordinate with the receiving unit to obtain satisfactory delivery notes upon delivery.
• Review vendor invoices and prepare payment requests, coordinating with Finance for timely payments.
• Maintain physical and electronic records of all procurement documentation in accordance with IOM procedures.
• Conduct market surveys to identify potential new suppliers and evaluate them based on quality, price, and service. 1
• Keep track of contractual agreements and inform relevant parties for timely renewals. 1
• Monitor office supplies and services, preparing requisitions as needed. 1
• Provide technical information to staff regarding procurement instructions and procedures. 1
• Perform logistics tasks related to property and asset management, warehousing, and transportation. 1
• Support inbound and outbound warehouse operations, including receipt, storage, and dispatch of goods. 1
• Participate in regular physical stock counts and report discrepancies. 1
• Monitor activities of contractors on office premises. 1
• Support the organization of meetings, workshops, and training sessions. 1
• Perform other duties as assigned.

Required Qualifications:

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management, Law, Economics, or a related field from an accredited institution with two years of relevant professional experience; or a high school diploma with four years of relevant professional experience.
• Certification in Procurement, Logistics, or Supply Chain Management is an advantage.
• Experience in procurement and logistics, particularly with vendors and service providers.
• Familiarity with asset management processes.
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage.
• Experience in an international organization is also an advantage.

Educational Background:
Candidates must possess a university degree in a relevant field such as Business Administration, Accounting, Logistics, Supply Chain Management, Law, or Economics from an accredited academic institution. Alternatively, candidates with a high school diploma and four years of relevant professional experience will also be considered. Additional certifications in Procurement, Logistics, or Supply Chain Management will be viewed favorably and may enhance a candidate's application.

Experience:
The position requires a minimum of two years of relevant professional experience in procurement and logistics. Candidates with a high school diploma must have four years of relevant experience. Experience working with vendors and service providers is essential, as is familiarity with asset management processes. Previous experience with IOM or UN Procurement and Logistics Rules and Procedures is highly desirable, as is experience in an international organization, which would provide valuable context for the role.

Languages:
Proficiency in English is mandatory, as it is the primary language of communication within the organization. Knowledge of additional languages may be considered an asset, particularly if they are relevant to the regions in which the organization operates. This could include languages such as Ukrainian or Russian, depending on the specific context of the role and the organization's operational areas.

Additional Notes:
This position is likely to be full-time, and while the specific contract duration is not mentioned, candidates should be prepared for a commitment that aligns with the organization's operational needs. The role may involve working with both national and international staff, and the organization is committed to providing a supportive work environment that fosters professional growth and development. Compensation and benefits details will be provided during the interview process.