Job Description
- Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
Context
- Working under the overall supervision of the resources Management Officer (RMO) and the direct supervision of the Supply Chain Officer (SCO), the incumbent will be responsible for the coordination and implementation of the procurement process including obtaining quotations, tendering, purchases and deliveries of supplies/services at the Yola Sub-Office as well as the Mission in Nigeria in accordance with IOM’s Procurement policies and procedures.
Responsibilities
- Receive Purchase Requisition Forms and make sure are fully endorsed prior to procuring using the IOM authorization matrix as applicable for the Sub-Office and Mission as a whole.
- Assist Requesting units in requirements definition by providing information on products available in the market and their specifications.
- Prepare objective evaluation criteria to evaluate bids for Works, services and supply in coordination with requesting units and ensure these criteria are featured in the solicitation documents before advertising or sharing them with potential Bidders.
- Solicit Quotations/Proposals, prepare Bids Analysis Summaries (BAS) in conformity to the requirements shown in the Purchase requisition Form (PRF) and issue Purchase Order (PO) through WAVE Oracle. Make sure POs are delivered to vendors and their signatures obtained and filing system are up-to-date
- Organize and facilitate Pre-Bid Conferences by inviting potential Bidders and sharing relevant information regarding Tenders.
- Guide the Bids Evaluation and Awards Committee on the process of Bids Opening, evaluation and recommendation while ensuring full compliance with IOM Procurement Rules and Regulations;
- Ensure all procurements are performed in accordance with the IOM procurement rules (IN168) and implement existing mechanisms to avoid fraud and ensure transparency to complement the IOM rules and regulations on procurement.
- Provide a monthly checklist on Open Purchase orders and Purchase Requests and follow up with relevant colleagues to ensure their timely closure in the WAVE Oracle Module.
- Coordinate preparation of contracts using the standard IOM templats for procuring services, goods and works for the organization and follow up wih the legal department on their review and to obtain their endorsement in support of the Sub-Office’s and Mission’s operations
- Participate in negotiations with contracted firms on the implementation of activities under the project components and monitor progress of contracts implementation to ensure that they abide by the stipulated standards, procedures and planned procurement timetables.
- Make sure both IOM and Beneficiary assets are created appropriately in WAVE Oracle prior to procurement and are acquired, transferred and retired in accordance with IOM’s asset management practices.
- Prepare and maintain price list database of regular supplies for the Sub-Office and provide information on price estimates to Requesting Departments for preparation of Purchase Requests
- Conduct post-evaluation checks of selected/shortlisted Bidders by carrying out reference checks and vendor searches against exclusion databases of the UN/Governmental agencies.
- Follow-up with suppliers and ensure timely delivery of requested supplies and services and keep the concerned project staff informed on the status of the delivery
- Coordinate with the receiving units on Goods/Services to be received and obtain the satisfactory delivery notes, Goods Receipt Notes and invoices from the receiving unit.
- Follow-up with suppliers and ensure timely delivery of requested supplies and services and keep the concerned project staff informed on the status of the delivery as well as invoice submission
- Coordinate with the receiving units on Goods/Services to be received and obtain the satisfactory delivery notes, Goods Receipt Notes and invoices from the receiving unit.
- Follow up with Vendors regularly on submission of invoices for goods/services delivered and ensure that payments are processed in a timely manner.
- Maintain efficient filing system for all procurement records including, Purchase requests, Bids Analysis Summary, Quotations, BEAC Resolution to award, minutes of Bids opening, Evaluation Score sheets, Reports etc. Ensure these records are up-to-date.
- Develop Key Performance Indicators (KPI’s) with the guidance and support of the Procurement and Logistics Officer (PLO), document the performance of Supplier against the Established long Term Agreements (LTAs) using established KPI’s and follow up with suppliers on improvements.
- Ensure safe running condition of the fleet and Office Power Generators by monitor accuracy of records according the Vehicle/Generator Logbooks, Servicing/Maintenance records & Fuel Consumption.
- Perform any other duties as may be required from time to time.
Qualifications
Education
- University Degree in Business Administration, Purchasing & Supply or a related field from an accredited academic institution
Experience
- At least two years’ experience in Supply Chain Management.
- Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management.
- Very good understanding of IOM Procurement and Logistics policies.
- Knowledge of Oracle is desired,
- Common software applications such as Word, Excel, PowerPoint, and Access.
- Demonstrated ability to maintain integrity in performing responsibilities assigned.
Skills
- Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management.
- Very good understanding of IOM Procurement and Logistics policies.
- Knowledge of Oracle is desired,
- Common software applications such as Word, Excel, PowerPoint and Access.
- Demonstrated ability to maintain integrity in performing responsibilities assigned.
Languages
- For all applicants, fluency in English Language is required (oral and written).
IOM’s official languages are English, French and Spanish.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
