About US:
The International Organization for Migration (IOM), established in 1951, is the leading international intergovernmental organization dealing with migration. IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people. Since 1988, IOM Uganda mission performs all of its interventions with the specific mandate to work globally with migration related issues. We are committed to the principle that humane and orderly migration benefits migrants and society. IOM Uganda works with the government of Uganda, NGOs and UN agencies and receives support from donor governments and UN funds.
Key Duties and Responsibilities:
In charge of preparing documentation necessary to apply for duty MFA Form/VAT exemptions applications for IOM procured goods and services.
In charge of receiving quotation request form from users and source quotations from registered suppliers through the established IOM procedures.
Receive and compile quotations from suppliers and prepare the Bid Analysis for review by the project manager and approval by CoM and ensure that all the necessary information is stated on the bid analysis.
Where appropriate, to actively seek the best prices, terms and conditions for IOM through negotiation and in consideration of IOM’s purchasing power.
In charge of raising purchase orders and send them to the supplier identified/approved through the Bid Analysis.
Keenly track, maintain and update purchase orders in a serialised manner and ensure copies goes to the relevant parties per the procurement procedures.
Consolidate all relevant procurement documentations (GRN, delivery note, purchase order, etc) and prepare payments requests for submission to accounts.
In charge of preparing PRs and LPOs and ensure POs are prepared in SAP, Released, MIRO and MIGO by the relevancy personnel.
Ensure the absolute application of IOM’s standards of conduct in dealing with IOM’s suppliers, ensuring all transactions are conducted with absolute probity, and that any concerns about irregular practices are communicated to the Chief of Mission.
Perform any other duties as may be assigned by the Resource Management Officer.
Qualifications, Skills and Experience:
The ideal candidate for the International Organization for Migration IOM Procurement Assistant should hold a Diploma in business management /Bachelor of commerce/ Economics or related fields.
At least four years’ experience in International Organizations or NGOs.
Practical experience on international procurement.
Working knowledge on Government requirements on duty exemptions.
Past exposure and experience on VAT exemptions procedures.
Computer literacy skills i.e. Proficient in Microsoft Windows and Office.
Proficiency in both written and spoken English is required.
Personal Competencies:
Technical Competencies:
Effectively applies specialized knowledge of procurement to timely source goods and services
Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
Behavioral Competencies:
1. Accountability
Accepts and gives constructive criticism
Follows all relevant procedures, processes, and policies
Meets deadline, cost, and quality requirements for outputs
Monitors own work to correct errors
Takes responsibility for meeting commitments and for any shortcomings
2. Client Orientation: Identifies the immediate and peripheral clients of own work
3. Continuous Learning:
Contributes to colleagues’ learning
Demonstrates interest in improving relevant skills
4. Communication:
Actively shares relevant information
Writes clearly and effectively, adjusting wording to the intended audience
Listens effectively and communicates clearly, adapting delivery to the audience
5. Creativity and Initiative: Proactively develops new ways to resolve problems
6. Performance Management: Provides constructive feedback to colleagues
7. Planning and Organizing:
Sets clear and achievable goals consistent with agreed priorities for self and others
Identifies priority activities and assignments for self and others
Organizes and documents work to allow for planned and unplanned handovers
Identifies risks and makes contingency plans
8. Professionalism:
Masters subject matter related to responsibilities
Identifies issues, opportunities, and risks central to responsibilities
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
Persistent, calm, and polite in the face of challenges and stress
Treats all colleagues with respect and dignity
Works effectively with people from different cultures by adapting to relevant cultural contexts
Knowledgeable about and promotes IOM core mandate and migration solutions
9. Teamwork:
Actively contributes to an effective, collegial, and agreeable team environment
Contributes to, and follows team objectives
Gives credit where credit is due
Seeks input and feedback from others
Actively supports and implements final group decisions
How to Apply:
All those interested in working with the International Organisation for Migration (IOM) should send their resumes, evidence of previous works and three professional references attached as one PDF document electronically via E-mail to: hruganda@iom.int. Please clearly include the POSITION TITLE in the subject line of the email.
Deadline: 23rd July 2015