Under the overall guidance of the Chief of Mission, and direct supervision of the Senior Resources Management Officer based in Islamabad, Pakistan the successful candidate will be responsible and accountable for Procurement and Logistics activities of the Mission in Pakistan, including but not limited to the Programs being implemented in the Mission.
RESPONSIBILITIES AND ACCOUNTABILITIES:
Procurement:
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Assist the SRMO in managing all the procurement activities of the Mission, monitoring all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation, and risk assessment.
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In coordination with the Project Managers (PMs) ensure timely preparation of procurement plans for the projects and monitor their implementation.
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Under supervision of SRMO ensure full compliance of procurement activities with the IOM Field Procurement Manual, Financial Management Rules and Regulations, other relevant Organizational Policies and donor regulations, if and when required. Ensure that the reporting and auditing requirements of all sub-office programs are observed and followed.
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Ensure effective use of internal Standard Operating Procedures in procurement, control of the workflows, continuous business processes monitoring and elaboration of improvements in the systems and processes.
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In coordination with the SRMO establish solid internal control systems, which ensure that PRISM Purchase Orders (POs) are duly prepared and dispatched.
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Establish Long Term Agreement (LTA) for commonly required services.
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Prepare and conduct Request for Quotations (RFQs), Purchase Requisition (PR) and Bid Analysis Statement (BASs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with IOM rules and regulations.
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Review and verify all POs for goods, contracts for services and works. Regularly update Vendor Information Sheets (VIS), elaborate supplier selection and evaluation, quality and performance measurement mechanisms.
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Provide all necessary documentation to vendors regarding value-added tax and customs exemption and follow up. Ensure that the mission gets duty free goods/ services whenever feasible.
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Organize procurement and logistics focused trainings for operations/programme staff as well as implementing partners/ community based organizations engaged directly in program implementation in the Mindanao region.
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Assist the SRMO and PMs in planning, developing and managing all procurement and contractual aspects of projects related to procurement of diverse services and communities (works, goods, services etc.).
Logistics:
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Ensure appropriate fleet management for vehicles managed under the emergency and stabilization programming including vehicle rentals utilized by service providers, movements, maintenance/ repairs, fuel supply, accident reports, etc, as well as manage rental of vehicles and ensure proper insurance coverage and safe running conditions of vehicles.
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Direct and supervise stockroom management practices, in order to ensure there is no undue overstocking or loss. Control supply stock and monitor consumable materials, in order to provide staff with timely replenishment of used items.
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Monitor and track assets procured for the various projects within the emergency and stabilization portfolio as well as the project assets and consumables to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.
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Ensure appropriate records are kept on asset disposal, ensure assets are located accordingly and used in IOM’s best interest; regularly update inventory lists in line with organizational and donor compliance obligations.
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Ensure all stocks and equipment held by the project is stored safely, correctly and securely depending upon the item classification.
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Assist International staff in obtaining Pakistani visa. For said purpose coordinate with MOFA, MOI and Passport office.
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Perform such other duties as may be assigned.
REQUIRED QUALIFICATIONS AND EXPERIENCE:
EDUCATION:
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Master’s degree in Business Administration, Management, Logistics, Procurement, or a related field from an accredited academic institution with five years of relevant professional experience; or
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University degree in the above fields with seven years of relevant professional experience.
EXPERIENCE:
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Experience in managing diverse procurement and logistics operations.
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Good knowledge of human resources management.
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Experience in managing diverse procurement and logistics operations.
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Demonstrated experience in training and managing large teams of co-workers, vendors, and suppliers.
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Excellent level of computer literacy and working experience with SAP.
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Experience in Liaison with various ministries / departments of Government of Pakistan
LANGUAGES:
Required:
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Fluency in English is required.
Advantageous:
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Working knowledge of local languages is an advantage.