Position Title : Procurement and Logistics Officer
Duty Station : Mogadishu, Somalia
Classification : Professional Staff, Grade P2
Type of Appointment : Special short-term graded, Nine months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 21 March 2019
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading
UN agency in the field of migration, works closely with governmental, intergovernmental and
non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.
IOM is committed to a diverse and inclusive environment. Applications from qualified female candidates are especially encouraged. For the purpose of the vacancy, the following candidates are considered as first-tier candidates:
1. Internal candidates
2. Qualified applicants from the following NMS countries:
Antigua and Barbuda, Bahamas, Cook Islands, Cuba, Cabo Verde, Djibouti, Fiji, Micronesia (Federated States of), Gabon, Grenada, Guinea-Bissau, Guyana, Iceland, Kiribati, Comoros, Saint Kitts and Nevis, Lao People’s Democratic Republic (the), Saint Lucia, Lesotho, Libya, Montenegro, Marshall Islands, Mauritania, Namibia, Nauru, Papua New Guinea, Palau, Paraguay, Solomon Islands, Seychelles, Suriname, Sao Tome and Principe, Kingdom of Eswatini, Timor-Leste, Tonga, Tuvalu, Holy See, Saint Vincent and the Grenadines, Vanuatu, Samoa
The Office of Transition Initiatives (OTI) programme in Somalia (Somalia Stabilization Initiative) is primarily a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas, and with all levels of Government, particularly newly formed District Administrations and regional state institutions. The overall objective of the programme is to support the political transition of Somalia towards a functioning and stabilized Federal State through activities that promote good governance, consolidation of the federal structure, and a receptive environment to respond to emerging political contingencies.
Under the overall supervision of the Programme Manager/Chief of Party (COP), and the direct supervision of Resources Management Officer (SSI), the successful candidate will be responsible for providing oversight for the procurement and logistics functions within the Somalia Stabilization Initiative (SSI) programme, including, working in close coordination with the Compliance Officer ensuring compliance with IOM and OTI standards and promoting transparent, systemized and accountable procurement processes for goods and services; measured by IOM Procurement and Supply Objectives and Goals as follows:
• Best Value for Money;
• Availability and Quality Assurance;
• Compliance and Stewardship; and,
• Productivity and Efficiency.
The Logistics & Procurement Unit provides procurement/contracting, facilities management and vehicle fleet management support to the SSI programme.
Core Functions / Responsibilities:
Supervise staff and activities in the Somalia Stabilization Initiative (SSI) procurement and logistics teams.
Implement service and support-oriented procurement management systems for SSI grant projects, including procurement, contracting and logistical support, in a timely manner and in compliance with IOM/OTI requirements.
Establish and maintain a database for all service providers, in accordance with OFAC principles and based on established standard operating procedures for the selection of partners.
Identify logistical bottlenecks and propose ways to fill in the gaps and ensure proper distribution mechanisms are in place.
Implement contract tracking and administration system to ensure effective tracking and monitoring of contracts/agreements procured under the project. Draft contract agreements and facilitate the approvals processes with IOM’s Legal and Field Procurement Units in Geneva/Manila.
Support the management and training of the IOM/SSI Procurement and Logistics teams (in Nairobi and Somalia) whose responsibilities include the expeditious sourcing, vetting and contracting of goods and service providers, and compliance with IOM / OTI regulations.
Provide accountable, transparent and context sensitive Procurement & Logistics recommendations that take into consideration the dynamic security environment of Somalia and the objectives/geographic scope of the OTI funded programme.
In coordination with the Management team, implement the formation, training and sensitization of community Bids opening Committees in the field, comprising Somali government officials and citizens, as well as OTI staff, to ensure the Bid Committees meet the requirements of the OTI program and remain compliant with all IOM procurement policies and procedures.
Assist the programme management in preparing RFQ’s, PRs, BASs, and review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance with IOM procurement regulations. Ensure that all procurement and contracting processes are in full compliance and all activities are up to date with IOM and donor reporting and auditing requirements.
Support the development of a procurement and logistics plan, taking into consideration the procurement, storage / warehousing, transportation and audit compliance needs of the OTI funded project.
Monitor the drafting of all documents necessary for customs clearances in Somalia as well as coordinating deliveries of goods to the beneficiaries, including asset/goods handover forms.
Maintain centralized records of all transactions related to procurement and logistics of SSI grants throughout Somalia in compliance with OTI / USAID audit requirements.
Maintain consistent communication and coordination with the SSI Program Manager / Chief of Party, Deputy Program Manager / Deputy Chief of Party, Field Coordination Officer, Grants Manager and Resource Management Officer on the status of procurement, contracting and logistics activities.
Implement effective systems for assets management including regular reviews of IOM/SSI inventory.
Prepare regular progress reports and provide recommendations on pricing, sourcing and specifications relating material, goods and services for the SSI programme to improve grant deliverables and project quality, based on regular, transparent market analyses.
Attend SSI/IOM grant coordination meetings and make recommendations to the Program Manager/ Chief of Party on improvement to grant implementation activities and procedures, and on increasing the efficiency of OTI contract tendering mechanisms.
Draft standardized forms for bidding and tendering processes taking into consideration locally available resources, and safety and security concerns, in conjunction with appropriate SSI engineering and field coordination teams as well as governmental counterparts.
Assist in the coordination of vehicle controls, supervision of drivers, and management of staff movements.
Monitor the vetting of vendors, suppliers and contractors utilizing the existing databases such as US government, UN risk management unit and demonstrate compliance with key USAID/OTI policies and confirm that grantees are vetted prior to signing agreements for distribution of funds.
Plan and conduct field offices visits on regular basis, particularly those that are required because of reports of corruption allegations, conflict of interest or poor management of procurement and report back to the Chief of Party/COM.
Perform such other duties as may be assigned.
Required Qualifications and Experience:
• Master’s degree in Business Administration, Logistics or a related field from an accredited academic institution with two years of relevant professional experience; or
• University degree in the above fields with four years of relevant professional experience.
• Certification in Procurement, Logistics or Supply Chain management (e.g. CIPS) is an advantage.
• Experience in procurement and logistics at the international level;
• Demonstrated experience managing large teams of co-workers, managing vendors and suppliers;
• Knowledge of IOM/UN internal procurement and financial rules, as well as IOM’s systems and processes as they apply to procurement and logistics;
• Excellent level of computer literacy and good knowledge of SAP is an advantage;
• Knowledge of asset management processes and procedures;
• Experience living and working in a phase III security environment.
IOM’s official languages are English, French and Spanish.
For this position, fluency in English is required (oral and written). Working knowledge of Somali,
French and/or Spanish is an advantage.
Values – all IOM staff members must abide by and demonstrate these three values:
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core Competencies – behavioural indicators level 2
• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators level 2
• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.
IOM’s competency framework can be found at this link. https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df
Competencies will be assessed during a competency-based interview.
Internationally recruited professional staff are required to be mobile.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.