Senior Procurement and Logistics Associate

International Organization for Migration

Under the overall supervision of the Chief of Mission and the direct supervision of National Procurement and Logistics Officer, also in coordination with Emergency Coordinator, the incumbent will be part of the Gaza response team in Egypt and will be responsible and accountable for performing a wide range of supply chain and procurement functions in line with IOM policies, standards and commitments.

1. Support with planning, coordinating, implementing, and monitoring various procurement and logistic processes in relation to the implementation of projects and partnerships.

2. Conduct landscape survey of the local market for any goods or services requested by the team as well as for partners, office and warehouse spaces, or any other need.

3. Assist in coordinating procurement processes including the preparation and dissemination of tender documents or Request for Quotations (RFQs) in close coordination with the Supply Chain Officer and Emergency Coordinator for product specifications or terms of reference for services, determining eligibility criteria, conducting pre-bid meetings with interested entities and ensure product quality tests and compliance with specifications. Update Vendors master list, and regularly perform supplier selection and evaluation.

4. Review procurement documents to determine adequacy of documentation, proper recording and accuracy of recorded transactions, noting any deviations or errors.

5. Maintain all supporting documentation and requisite authorizations in accordance with IOM rules and regulations throughout the procurement process, including Purchase Requisition Forms (PRFs), Bids Analysis Summary and Purchase Orders.

6. Coordinate and conduct regular field visits to Al Arish or other sites to engage with partners, monitor the receipt of shipments, loading/offloading, perform inventory, access the warehouse, and monitor any ongoing operations.

7. Liaise closely with partners and other stakeholders on incoming shipments and ensure all relevant forms (request for assistance etc.) are submitted on time.

8. Regularly liaise with the partners and service providers to obtain periodic updates on operations and compile documents necessary to effect payments.

9. Closely liaise with Finance and other departments to support the issuance of invoices and the receipt of payments.

10. Verify that any procurements made in the field are all properly documented and are in accordance with any contracting arrangements in place; vouchers for payments and other supportive documents should be filled and shared.

11. Coordinate the movement and storage of goods and services with partners and service providers to facilitate delivery to the border crossing points and ensure that goods and services are delivered on time, in good condition and in compliance with IOM standards and protocols.

12. Plan and prepare procurement actions and analyse procurement requests, identify service providers, evaluate information regarding vendor s performance regarding quality, prices delivery of equipment in respect of organizations best interests.

13. Follow-up on purchase order status and keep requestors abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.

14. Monitor inventory control and the management of Partner s goods tracking and record keeping systems throughout the whole supply chain cycle, from time of request until time of delivery, with an eye on appropriate commodity accounting practices. Ensure timely preparation and submission of various reports and maintain the master database up to date.

15. Perform such other duties as may be assigned.