Procurement & Logistics Assistant

The Procurement & Logistics Assistant will organize and oversee procurement activities in line with IOM policies, manage purchase requisitions and payments, liaise with customs and insurance, maintain asset inventories, and ensure office equipment maintenance and security. The role supports the Resource Management Officer and Chief of Mission in Dar-es-Salaam.

Responsibilities

• Organize and oversee all procurement activities, in line with the needs of the IOM Dar es salaam and according to the IOM Procurement Policy.
• Set up and implement appropriate mechanisms to avoid fraud and ensure transparency.
• Process purchase requisitions (PR), request for quote (RFQ) with vendor/s preparation of bid analysis summaries (BAS) followed by financial preparation of purchase order (PO).
• Ensure all procurement documents are routed for approval using the IOM authorization matrix as applicable for the mission in the Republic of Tanzania.
• Prepare Request for payment (RFP) documents and close purchase orders when all consignment is received; submit RFP copies with supporting documentation to the account’s unit.
• Liaise with customs and revenue officials to facilitate clearance of IOM consignment, as required by the country law.
• Keep and update an inventory list and tracking system of all IOM assets in Dar es salaam and set up/streamline procedures to manage and safeguard all IOM Dar es salaam assets/supplies.
• Take care of disposal of assets according to IOM procedures.
• Keep all vehicles’ registration documents, taxes and stamps according to laws and regulations in force.
• Liaise with IOM Administration in Dar es salaam, to ensure that all IOM assets in Dar es salaam are insured all times through a reputable Insurance Company under the best terms and conditions.
• Follow up on any claims that may arise.
• Organize maintenance of all office equipment (excluding IT equipment) and security of Dar es salaam Office and guarantee a continued supply of all essential utilities.
• Maintain a file for each vehicle including copies of purchase invoice, insurance and other relevant documents.
• Undertake IOM Dar es salaam clearing & Forwarding assignments.
• Advise on importation & exportation of any duty-free commodities and assist international staff in obtaining documents/licenses/exemptions etc. as and when appropriate.
• Perform any other related task as requested.

Requirements

• Holder of a Secondary School Diploma, with 4 years’ working experience; or Bachelor's Degree combined with 2 years working experience in law (LLB) or related field.
• Experience in International, Public Procurement or Contracts and Supplier Management is required.
• Knowledge of the legal aspects of contract management will be an added advantage.
• Ability to work under pressure and meet deadlines.
• Strong Computer skills especially in Ms Excel, Word and Outlook.
• Fluent in English & Kiswahili.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

Skills

• International Procurement
• Public Sector Procurement
• Contract Management
• Supplier Management
• Legal Aspects of Contract Management
• Procurement Requisition Management
• Payment Processing
• Customs Liaison
• Insurance Coordination
• Asset Inventory Management
• Office Equipment Maintenance
• MS Excel
• MS Word
• Microsoft Outlook

Languages

English, Kiswahili