Job Field: Sector in NGO/Non-Profit

Duty Station : Nairobi, Kenya
Classification : Professional Staff, Grade P3
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading
For the purpose of the vacancy, the following candidates are considered as first-tier candidates:

Internal candidates
Qualified applicants from the following NMS countries: Antigua and Barbuda, Bahamas, Cabo Verde, Djibouti, Micronesia (Federated States of), Gabon, Gambia, Guyana, Iceland, Comoros, Lesotho, Libya, Montenegro, Marshall Islands, Mauritania, Maldives, Malawi,

Namibia, Nakuru, Papua New Guinea, Paraguay, Seychelles, Slovenia, Suriname, El Salvador, Swaziland, Timor-Leste, Holy See, Saint Vincent and the Grenadines, Vanuatu, Samoa
Context:
In coordination with the Global Procurement and Supply Unit (GPSU), and under the direct supervision of the Regional Procurement and Logistics Compliance Officer, Eastern and Horn of Africa, in Regional Office (RO) Nairobi, the successful candidate will be responsible and accountable for compliance within procurement and logistics for IOM Kenya.
Core Functions / Responsibilities:

Provide first-line support, guidance and training in IOM Kenya with respect to IOM’s policies, processes and procedures relating to procurement and logistics matters.
In line with the IOM policy on Fraud Awareness and Prevention Guidelines (IN/70), implement anti-fraud measures to safe guard the organization from processes and procedures that may lead to corrupt practices. Ensure close coordination with the COM/SRRMO/Regional Procurement and Logistics Compliance Officer for development of systems and tools to be implemented and ensure that these systems and tools are aligned to IOM policies, rules and regulations.
Monitor the implementation of appropriate procurement processes, mechanisms and internal controls in IOM Kenya. Advise the S/RMO on risk management of procurement matters and processes and coordinate in informing the RO accordingly about risks identified in the mission.
Analyze procurement requests, authenticate Service Providers, and evaluate information regarding vendor’s performance in the areas of quality, prices, and delivery of goods in view of the Organization’s best interests.
Follow up with IOM Kenya to ensure timely submission of necessary asset and procurement reports and documentation to relevant HQ Departments and to MAC/PAC, as appropriate.
Prepare and implement guidance for procurement, contracting, warehouse operations and asset administration that are compliant to IOM’s general instructions, policies and procedures. Organize and maintain systems and procedures for procurement and contracting of supplies, equipment, services needed by IOM Kenya.
Serve as the main focal point for the Kenya mission in relation to ensuring the authenticity of all bidding documents, tenders and vendor accreditations. Ensure that all procurement and contracting processes are in full compliance and all activities are up to date with IOM and donor reporting and auditing requirements. Lead relevant meetings related to Procurement and Logistics and ensure a proper tracking system is in place to record all meetings and issues that may result in non-compliance of IOM policies.
In line with the IOM procurement manual (IN/168) and Field Authorization matrix, and in coordination with the Regional Procurement and Logistics Compliance Officer/RRMO, ensure that segregation of duties within the mission are well aligned and compliant to IOM policies, rules and regulations.
Develop and implement appropriate internal control mechanisms to safeguard organization’s assets, including ensuring the insurance policies are in place for IOM Kenya. Monitor IOM Kenya purchases and ensure the coordination mechanism with the RO and GPSU in MAC is in place. Identify logistical bottlenecks and propose ways to fill in the gaps and ensure proper distribution mechanisms are in place.
Work with programme management in IOM Kenya and provide support in preparing and issuing calls for proposals and bidding documents for the tendering of projects. Ensure proper biddings are done transparently and in accordance with the set rules and regulations under the Procurement Manual IN/168.
Provide guidance to IOM Kenya to implement a contract tracking and administration system to ensure proper tracking and monitoring of contracts and agreements procured by projects. Provide support in drafting contracts agreements and ensure that proper coordination with Legal Unit in Geneva is adhered to prior to any engagement to the contracting party.
Provide quarterly reports in line with assessments and recommendations provided through the RO. Monitor and implement mechanisms to prevent fraud and corruption. Follow up on audit reports, including on the implementation of audit recommendations. Report all concerns and issues related to non-compliance of IOM policies, rules and regulations immediately to the COM and RO.
Ensure the compliance of mission operations with IOM rules, regulations and policies, and ensure efficient and effective implementation of corporate operational strategies, and monitoring of achievement of results.
Perform such other duties as may be assigned.

Required Qualifications and Experience:
Education

Master’s degree in Business Administration, Supply Chain Management, Public
Administration, International Relations or a related field from an accredited academic institution with five years of relevant professional experience; or
University degree in the above fields with seven years of relevant professional experience.
Certification in Procurement, Logistics or Supply Chain management is an advantage.

Experience

Five years of experience in managing diverse procurement, supply chain and logistics operations;
Excellent level of computer literacy and good knowledge of SAP/PRISM required;
Demonstrated experience in training and managing large teams of co-workers, managing vendors and suppliers;
Extensive knowledge of IOM or UN internal procurement and financial rules and corresponding
ERP components (preferably SAP-based).

Languages
Fluency in English is required. Working knowledge of French is an advantage.
Desirable Competencies:
Behavioral

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.

Other:

Internationally recruited professional staff are required to be mobile.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.