Introduction

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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Head of Resources Management (HRM) and direct supervision of the National Procurement and Logistics Officer, the incumbent is responsible and accountable for providing necessary support to procurement and logistical functions of IOM Cairo Country Office

1. Assist the National Procurement and Logistics Officer (P&L Officer) regarding procurement requests and requirements to consolidate Office overall requirements and optimize purchasing power; 

2. Prepare the “Assets Assignment Forms – AAF” when issuing assets to staff for IOM usage and “Assets Handover Forms – AHF” when receiving back assets to stock, as well as update the movable assets inventory records. a

3. Update and manage all procurement databases, archiving systems and e-filling with proper labeling. 

4. In compliance with IOM Procurement Manual, assist Project Managers and HRM in implementation of effective internal control, and a proper functioning of a client-oriented procurement management system.

5. Verify that the Purchase Requisitions submitted to Procurement Unit are complete.

6. Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into ERP system accurately and on a timely manner to ensure that all procurement requests are captured in the system and commitments for various requirements are properly captured.

7. In close collaboration with the Project Managers and/or the HRM, verify that appropriate funds are available for any purchase.

8. Verify all expected merchandise/services are received timely, according with PO and Purchase Requisitions Forums specifications, and that all goods/services are in good conditions, meeting projects implementation schedules and requirements.

9. Obtain quotations for various services needed by the mission teams and/or office needs.

10. Undertake market research to evaluate potential new suppliers.

11. Communicate with external goods and service providers, where necessary i.e., conduct meetings for surveying market prices for different goods and services, collecting bids, procuring with cash, and handing over the commodities to the beneficiaries, etc.

12. Contribute to soliciting bids or quotations for conformity to specified requirements, select vendors, and confirm terms of payment and terms of delivery, Initiate, and finalize the bids analysis procedures.

13. Conduct first review of vendor invoices to ensure compliance with purchase order and goods received. Support the organization of events held in external venues, including workshops, trainings, meetings...etc.

14. Verify that the Goods Received Notes (GRN) and Services Completion Certificate (SCC) are made and signed by the requisitioner when the services have been rendered and/or the goods have been received supported with some photos to the respective AVRR beneficiary.

15. Submit payments on system and maintain a close relationship with Finance unit to follow-up payments;

16. Maintain records of all processed transactions, an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc.

17. Assist the National P&L Officer in monitoring maintenance, utility bills and repair of office facilities, including preventive maintenance.

18. Keep track and assist National P&L Officer in preparing contracts and service agreements and its amendments.

19. Perform any other related duties as assigned

Required Qualifications and Experience

Education

• Bachelor’s degree in Procurement, Business Administration, Project Management or an equivalent with two years of relevant professional experience; or, 
• High School degree/certificate with four years of relevant professional experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in managing diverse Procurement and Logistics operations;

• Experience in Egyptian policies, laws and regulations;

• Fleet management experience and insurance management;

• Experience in inventory/stock/supplies management;

• High level of computer literacy (MS Office Word, Excel and Outlook);

• Particular experience in ERP systems including SAP or Oracle.

• Knowledge of IOM internal procurement and financial rules, as well as PRISM elements as they apply to procurement and logistics is an advantage

Skills

• Demonstrated ability to communicate clearly and effectively with clients and team members.

• Ability to work in a team, organized, able to manage complex activities and find solutions to unexpected problems, able to learn, develop and adapt rapidly to changing environments.

• Strong Time Management skills.

• Ability to work under pressure with minimum supervision.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required (oral and written)

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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 actions 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, if with direct reports

• 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 leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Notes

Please refer to this link for guidance on IOM Job Category.

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

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies