Job Description

•  Receive all procurement and supply requisitions from, sub offices and ensure all are endorsed prior to procuring.


• Solicit for offers and quotations and prepare Bids Analysis accordingly and share with the project managers and supervisors and make recommendations for the best offers on goods/services.


• Prepare the tender documents to be advertised in all fields for all works, services and goods after approved Purchase Requisition Forms (PRFs) and review requisitions to determine proper specification/item descriptions are included in solicitation document.


• Maintain all supporting documentation and requisite authorizations in accordance with IOM rules and regulations throughout and procurement process, including PRF, Bids Analysis Summary, Purchase Orders and including Delivery Receipts and Waybills.


• Follow up with suppliers for timely and proper delivery of the goods/services, coordinate with the receiving unit on goods/services to be received and obtain the satisfactory deliver notes and invoices from the receiving unit.


• Conduct first review of vendor invoices to verify compliance with order and good received. Prepare Payment Requests and ensure timely payment to suppliers/service providers.


• Provide recommendations on how to streamline local procurements; conduct market surveys, identify and research potential new suppliers/service providers.


• In coordination with the relevant focal points, draft contracts for goods/services, rent of property for the recommended vendors with detailed scopes of work; prepare payment schedules for deliverables by indicating the completion time and obtaining necessary approvals from Legal Department, implement adequate mechanisms to track all contacts.


• Update timely and enter correctly all related data of purchases into PRISM.


• Prepare reports and financial analysis of large purchases.


• Ensure all purchased assets are properly recorded into PRISM and properly tagged once delivered.


• Perform physical inventory verification of IOM assets when requested. Follow up proper procedure regarding assets disposal, ensure that assets are located accordingly and used in the IOM’s best interest.


• Conduct and follow up the office needs of stock, expendables, services and share the same with the Procurement and Logistics Officer.


• Carry out monthly analysis of open Purchase Order (POs), PRFs, open POs with MIGOs, POs with MIRO pending, beneficiaries’ assets and take required actions.


• Provide full logistical support for delivery, construction activities in the main office and at the field including transportation to and from Nairobi.


• Follow up with the telephone service providers on pending invoices, reconciliation, make sure that the same applies to other vendors.


• Keep proper filing system for all procurement documents.


• Prepare and submit a monthly progress report on Logistics and Procurement activities.


• Monitor IOM contract vendors for cleaning and garbage collections, as well as water trucking services, including other valid contracts ongoing.


• Perform such other duties as may be assigned.

• Hands on experience in International Procurement,


• Experience in a busy logistics unit,


•  Previous experience with UN and International Agencies or NGOs is an advantage,


• Strong knowledge of computer applications especially MS Word, Excel, Outlook and Access,


• Mature individual, with attention to details, able to work independently and under stressful conditions and tight deadlines,


•  Demonstrated ability to maintain integrity in performance assigned responsibilities

• Fluency in both written and spoken English and Kiswahili is required.

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