Procurement Assistant

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Job Details
Employer: IOM
Job Title: Procurement Assistant
Job Type: Full-Time
Location: Somalia
Category: Other


Open to Internal and External Candidates

Position Title: Procurement Assistant – SSI

Vacancy Number: SVN/IOMSO/035/2019

Duty Station: Mogadishu, Somalia

Classification: General Service, Grade G5**

Type of Appointment: Short term, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 12 June, 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 work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.


The OTI program in Somalia 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 program 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 Procurement & Logistics Officer, based in Mogadishu, Somalia and under the direct supervision of the Senior Procurement & Logistics Assistant, the incumbent will be responsible for the coordination and implementation of the procurement process for the OTI project in accordance with IOM’s regulations, rules and procedures:

Core Functions / Responsibilities:

  1. Support the OTI procurement and contracting processes to ensure the efficient implementation of programme grants; and provide coordination of the procurement process in Somalia with the (OTI) field, grants and finance units.

  2. Organize and/or track specific procurements of goods and services/labour made in the field for grant specific projects, including the tracking of goods, services/labour procured within sub-contracted arrangements or specific grant activities.

  3. Maintain all supporting documentation and requisite authorizations in accordance with IOM rules and regulations throughout the procurement process, including Purchase Requisition Forms (PRFs), Bids Analysis Summary, Purchase Orders, and including Delivery Receipts and Way Bills.

  4. Assist in the review and preparation of Purchase Requisitions Forms (PRFs) related to grants and, as required, post into PRISM FI accurately and on a timely basis to ensure that all procurement requests are captured in the system and commitments for various procuring projects are captured.

  5. Solicit bids and quotations, prepare Bids Analysis Summary in conformity to specified requirements (PRF), conduct appraisals and confirm terms of agreement with selected suppliers; prepare purchase orders both manually and through PRISM FI and ensure authorization by relevant authorities according to Mission Permanent Instructions.

  6. Ensure that the procurements made in the field are all properly documented and are in accordance with any contracting arrangements in place; vouchers for payments and other supportive documents should be filled and shared with the Grants Unit.

  7. Provide recommendations on how to streamline local procurements for new grant projects to be implemented.

  8. Maintain and update a list detailing the costs of most common items procured in the locations where the Programme is operating on a monthly basis.

  9. Assist in maintaining an inventory of programme assets and equipment, and the provision of office supplies and consumables.

  10. Perform any other duties as may be assigned.

Required Qualifications and Experience


  • University Degree in Business Administration, Purchasing & Supply or a related field from an accredited academic institution with three years of relevant professional experience; or
  • Diploma in purchasing and supplies management with five years of relevant experience.


  • Experience with specific focus on local/international procurement, clearing & forwarding, VAT, Government laws and regulations, insurance and inventory/stock/supplies and management.
  • Thorough understanding of IOM Procurement and Logistics policies, rules and regulations.
  • Knowledge of SAP (PRISM), MS Project and common software applications such as Word, Excel, PowerPoint and Access.
  • Demonstrated ability to maintain integrity in performing responsibilities assigned.
  • Previous experience with UN and International Agencies, or NGO’s an advantage.


Fluency in English and Somali is required.

Required Competencies


  • 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 1

  • 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.


Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.


Interested candidates should submit CV and a cover letter indicating the Special Vacancy Notice Number (SVN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to:

Posting period:

From 30.05.2019 to 12.06.2019

Publish date: 2019-05-30 16:49:17
Premium Job: No
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