International Organization for Migration (IOM)
Procurement and Logistic Assistant
Position Title : Procurement and Logistic Assistant
Duty Station : Lilongwe, Malawi
Classification : General Service, Grade 5
Type of Appointment : Special Short-Term Graded
Estimated Start Date : As soon as possible
Context:
Under the overall supervision of the Chief of Mission and the direct supervision by the Resource Management Officer, the successful candidate will be responsible for carrying out the following duties:
Core Functions / Responsibilities:
- Records, track and prioritize purchasing requests and obtains additional information/documentation as required; ensuring that all documents are endorsed and assists in preparing requisitions in line with scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings.
- Assist in managing the IOM Mission fleet of vehicles and drivers in implementing office & program activities on a daily basis.
- Assist with setting up a proper vehicle dispatch and tracking system while ensuring that drivers maintain vehicles, logbooks, keep movement records, and timely repair of vehicles.
- Assist with general office administration and organize services and maintenance of all the office equipment with suppliers and guarantee a continued supply of all essential utilities.
- Create efficient filing system for all documents, reports and procurement records, tenders, bids, etc. and make sure it is updated regularly.
- Prepare Purchase Orders/contracts and ensure financial authorization is received.
- Ensure the timely delivery of procured supplies and materials. Follow up with Vendors for supply system and status of supplied item. Resolve issues related to delivered goods.
- Timely update and correctly enter all related data of purchases into WAVE.
- Make sure all purchased assets are properly recorded into WAVE.
- Assist to maintain the inventory list updated
- Assist to organize training/Hotel/Security escort reservation and prepare Request for Payment related to those reservations for any staff on duty.
- Assist to update and maintain mission stationary stock levels and in coordination with Resource Management Unit ensure that stocks are replenished in a timely manner.
- Act with integrity and professionalism in accordance with IOM’s Code of Conduct, at all times.
- Perform such other duties as may be assigned.
Required Qualifications and Experience
Education
- Bachelor’s degree in the relevant field (Finance, Business Administration, Management, other related field) with minimum Three years of relevant working experience, or;
- Diploma in the above relevant fields from an accredited academic institution with five years of professional experience
ExperienceÂ
- High Level of Computer Literacy (Ms Office Word, Excel And Outlook)
- Experience in Computerized Accounting Systems, Experience in SAP System is an advantage.
Languages
Fluency in English is required.