National Contracting & Procurement Officer (SSI)


National Contracting & Procurement Officer (SSI) (Mogadishu) – OPEN FOR SOMALI SPEAKERS ONLY
International Organization for Migration Closing date: 09 Jul 2018
Position Title: National Contracting and Procurement Officer (SSI)
Vacancy Number SVN/IOM/034/2018
Duty Station :Mogadishu, Somalia
Classification : National Staff, Grade NOB/01**
Type of Appointment Short term, six (6) months with possibility of extension
Organizational Unit Procurement & Logistics SSI
Direct Supervision Procurement & Logistics Officer
Overall Supervision Chief of Party (SSI)
Estimated Start Date
As soon as possible
Closing Date
09 July 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.
Under the overall supervision of the SSI Chief of Party and the direct supervision of the Procurement Officer, the successful candidate will be responsible for managing and administrating all tender works and manage contracts for all activities funded by the Office of Transition Initiatives (OTI) in in Somalia, in accordance with IOM’s regulations, rules and procedures.
Core Functions / Responsibilities:
Manage the procurement, bidding, pre-award and post-award contracting functions on all infrastructure, construction, architectural/engineering contracts, and other consulting, supply/service contracts and leasing and maintenance agreements for SSI program.
Coordinate and monitor preparation of RFQs, bidding documents, BAS and other relevant procurement documents. Negotiate with vendors, review and analyse bids and submit recommendation on the best possible procurement option that is fully compliant with IOM procurement rules and regulations;
Conduct the review of all the tenders and proposals, prepare and attend bid openings and bid evaluation meetings and prepare the bid analysis summary (BAS) for projects;
Coordinate with SSI Engineers and contracted Engineering Firms the development and review of bills of quantities, material specifications lists, and other technical documentation relating to infrastructure programming within the fields;
Manage the contracts process throughout the procurement cycle, including needs definition, market research, tender issuance and vendor performance evaluation in accordance to IOM procurement rules.
Maintain effective working relationships with internal and external stakeholders involved in management of contracts.
Ensure all supporting administrative documentation for contracts are in place and having proper signatures.
Create and maintain an effective filling system for all mission contracts and regularly update the contracts database.
Monitor and timely informs the procurement officer on the expiring contracts and due payments and maintain proper tracking and filing systems of all agreements.
Prepare contracts using the IOM contracts forms for procuring services and goods for the organization and coordinate the prepared contracts with the legal department to obtain their endorsement and to ensure that all contracts are prepared in adherence to IOM rules and procedures.
Establishment LTA (Long term Agreements) for goods/works/services commonly needed by the program;
Provide monthly reports to the Head of the unit on procurement activities and implementation status;
Ensure full compliance of procurement activities with IOM Procurement Manual, Financial Rules and Regulations, relevant Organizational Policies; donor regulations (when required);
Take responsibility for all planning, implementation and monitoring aspects related to procurement and logistical needs of SSI program;
Constantly review the processes and analyse logistics bottlenecks, propose solutions and address the challenges;
Negotiate with contracted firms on the implementation of activities under the project components and monitor progress of contracts implementation to ensure that it abides by the stipulated standards, procedures and planned procurement timetables;
Contribute significantly to the administrative and financial review of the different SSI projects;
Evaluate and negotiate contract changes to the contract price and scope and prepares modifications and amendments to the contract;
Attend pre-engagement/kick-off meetings & conferences with contractors, as required.
Regularly conduct Procurement Value Stream Mapping;
Train and supervise procurement and logistic staff.
Review regularly existing procedures to identify gaps and areas for improvement. Maintain appropriate internal control mechanisms to safe guard the organization’s assets.
Deputize Head of Logistics / Procurement Unit in his duties during leaves including supervising SSI Procumbent and Logistics teams within the area of responsibility;
Perform any other duties as may be assigned from time to time.
Required Qualifications and Experience
University degree, preferably in the area of procurement, contracting, finance or public administration, with four years of similar working experience preferably in an international organization. Experience with IOM or another international organization a plus; or
Master Degree in the above fields with two years of relevant professional experience.
In-depth knowledge of human resources best practices. Knowledge of the UN system and its Rules and Regulations a definite asset;
Experience in working in an international environment and in liaising with a variety of partners at all levels of the hierarchy;
Excellent communication and negotiation skills. Ability to present clear and concise information;
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds;
Ability to handle confidential matters;
Clear analytical skills;
Capacity to supervise and direct staff, and ability to plan and direct work to successful conclusion in a timely manner;
Ability to meet deadlines and work under pressure;
Good level of computer literacy. Knowledge of HR systems a plus;
Personal commitment, efficiency, flexibility, drives for results.
Languages: Fluency in English and Somali.
Required Competencies
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.
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 Special Vacancy Notice Number (SVN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to:
Closing Date: 09 July 2018; only shortlisted candidates will be contacted. Women are encouraged to apply.
Posting period: From: 25.06.2018 to 09.07.2018

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