Procurement Assistant

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.
 Context  

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. In September 2016, IOM became a related agency of the United Nations (UN), thereby becoming the UN Migration Agency. 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. Since 1991, IOM works closely with the Angolan government on migration issues, notably as they relate to policy, border management, protection, health, climate change and other fields. 

Under the direct supervision of the Chief of Mission in Angola and in collaboration with relevant staff in the office, and procurement Unit in Sub-Regional Office Pretoria, the candidate will be responsible and accountable for managing the supply chain functions in Angola.

1. Manage procurement cycle: receive requisitions, prepare tender documents, solicit bids, conduct bid analysis, and finalize purchase orders/contracts.

2. Monitor requisitions, ensure timely delivery of goods/services, and coordinate with receiving units for delivery notes.

3. Review vendor invoices, prepare payment requests, and liaise with Finance for timely payments.

4. Maintain accurate procurement records (physical/electronic) and support preparation of periodic reports.

5. Conduct market surveys to identify and evaluate suppliers/service providers for quality, pricing, and reliability.

6. Track contractual agreements, ensure timely renewals, and manage office supplies/utilities requisitions.

7. Provide technical guidance to staff on procurement policies and procedures.

8. Oversee supply chain tasks including asset management, warehousing, insurance, maintenance, and transportation.

9. Coordinate transportation logistics, monitored vehicle logbooks, fuel consumption, and maintenance records.

10. Supervise contractors working on office premises.

11. Support organization of meetings, workshops, and trainings.

12. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit. 

13. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations. 

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

14. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes. 

15. Provide technical information to all staff in the office on procurement related instructions and procedures.

16. Perform other duties as may be assigned.  Education

    • University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with  relevant professional experience; or

    • High school diploma with two years of relevant professional experience

      Certification in Procurement, Logistics or Supply Chain Management is an advantage.

       

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

      • Experience in procurement and logistics and working with vendors and service providers;

      • Experience with asset management process; 

      • Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage;

      • Experience working in an international organisation an advantage.Skills

        • High level of computer literacy;

        • Ability to work with national and international institutions; 

        • Ability to prepare clear and concise report; 

        • Excellent communication and negotiation skills;

        • Ability to establish realistic resource requirements to meet IOM needs.

        • Work in a multicultural environmentLanguages Fluency in Portuguese and English (oral and written) is required. IOM’s official languages are English, French and Spanish.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 three 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.
17. Courage: Demonstrates willingness to take a stand on issues of importance.