Contracting Administrative Clerk - SSI (Open For Somali Nationals)
SPECIAL VACANCY NOTICE
Open to Internal and External Candidates
Position Title Contracting Administrative Clerk - SSI
Vacancy Number SVN/IOM/029/2018
Duty Station Mogadishu, Somalia
Classification General Service Staff, Grade G3**
Type of Appointment Short term, six (6) months with possibility of extension
Organizational Unit Somalia Stabilization Initiatives (SSI) - Procurement Unit
Direct Supervision National Contracting Officer
Overall Supervision Procurement and Logistics Officer
Estimated Start Date
As soon as possible
25 June 2018
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 environment. Applications from qualified female candidates are especially encouraged. Internal and External Candidates are eligible to apply to this vacancy.
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 and Logistics Officer, and under the direct supervision of the National Contracting Officer, the incumbent will provide clerical assistance including but not limited to canvassing of prices of goods and materials, preparing Purchase Orders, receiving and checking of goods as well as preparing payment requests, reporting and encoding.
Core Functions / Responsibilities:
Receives procurement and supply requisitions related to infrastructure and soft activity grants and makes sure all are endorsed prior to procuring;
Assist with producing tender documents i.e. RFQs, ITBs and RFP under the guidance of the Contracting Officer.
Prepare and maintain contracts files for all contracts entered into by IOM/SSI. Contracts files should be complete and addition information updated.
Follow up with suppliers on the timely and proper delivery of the Goods/ Services/supplies and materials and keep the concerned project staff informed on the status of the delivery;
Maintain a tracker of the progress of each project and track their status.
Coordinate with the receiving unit on Goods/Services and other required documents to be received and obtain the satisfactory delivery notes and invoices;
Prepares Payment requests as indicated and follow up with finance for the timely payment to suppliers/ service providers;
Keeps proper filling system for all procurement documents;
Assist in drafting and typing documentation like purchase orders (POs), payment requests, purchase requisition form etc. pertaining to the office requirements in the field;
Assist with printing and scanning works of all Bids received and other documents;
Perform other related duties within the incumbent`s capabilities that might be assigned by the supervisor
Required Qualifications and Experience
University Degree in Business Administration, Purchasing & Supply or a related field from an accredited academic institution with one year of relevant professional experience; or
Diploma in purchasing and supplies management with three years of relevant experience.
Work experience in Procurement and Logistics, preferably in a non-government organization or UN agencies;
Thorough understanding of IOM Procurement and Logistics policies, rules and regulations;
Experience on VAT exemptions procedures and Knowledge on Government requirements on duty exemptions;
Excellent communication and negotiation skills;
Demonstrated ability to maintain integrity in performing responsibilities assigned;
Ability to pay close attention to details, take initiative and work with minimal supervision;
IOM functional competencies required: effective communicator, successful negotiator, creative analytical thinker, active learner, strong team player and cross cultural facilitator;
Excellent command in written and spoken English and Kiswahili;
Knowledge in using office equipment and excellent knowledge in Microsoft Windows;
Languages: Fluency in English and Somali is required.
Accountability - takes responsibility for action and manages constructive criticisms
Client Orientation - works effectively well with client and stakeholders
Continuous Learning - promotes continuous learning for self and others
Communication - listens and communicates clearly, adapting delivery to the audience
Creativity and Initiative - actively seeks new ways of improving programmes or services
Leadership and Negotiation - develops effective partnerships with internal and external stakeholders;
Performance Management - identify ways and implement actions to improve performance of self and others.
Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
Professionalism - displays mastery of subject matter
Teamwork - contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
Technological Awareness - displays awareness of relevant technological solutions;
Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM.
How to apply:
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.
How to apply:
Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (SVN No) and Vacancy name with three professional referees and their contacts (both email and telephone) to: email@example.com.
Closing Date: 25 June 2018; only shortlisted candidates will be contacted. Women are encouraged to apply.
Posting period: From: 11.06.2018 to 25.06.2018