Context:
Under the overall supervision of Head of Sub Office and the direct supervision of the Procurement and Logistics Officer, the Procurement Assistant is responsible for all aspects of procurement services for the IOM Sub Office in Kigoma. In particular, the incumbent will carry out the following duties and responsibilities:

Core Functions / Responsibilities:
1. Organize and oversee all procurement activities, in line with the needs of the IOM Sub office Kigoma and according to the IOM Procurement Policy. Set up and implement appropriate mechanisms to avid fraud and ensure transparency.
2. Process purchase requisitions (PR), requests for quote (RFQ) with vendor/s., preparation of bid analysis summaries (BAS) followed by final preparation of purchase order (PO).
3. Ensure all procurement documents are routed for approval using the IOM authorization matrix as applicable for the mission in the Republic of Tanzania.
4. Prepare request for payment (RFP) documents and close purchase orders when all consignment is received; submit RFP copies with supporting documentation to the accounts unit.
5. On a local level, liaise with customs and revenue officials to facilitate clearance of IOM consignment, as required by the country law.
6. Keep and update an inventory list and tracking system of all IOM assets in Sub office and set up/streamline procedures to manage and safeguard all IOM Kigoma’s assets/supplies in Sub office Kigoma. Take care of disposal of assets according to IOM procedures
7. Keep all vehicles´ registration documents, taxes and stamps according to laws and regulations in force.
8. Liaise with IOM Administration in Sub office, Kigoma to ensure that all IOM assets in Kigoma are insured at all times through a reputable Insurance Company under the best terms and conditions. Follow up on any claims that may arise.
9. Organize maintenance of all office equipment (excluding IT equipment) and security of the Sub Office, Kigoma and guarantee a continued supply of all essential utilities.
10. Maintain a file for each vehicle including copies of purchase invoice, insurance and other relevant documents.
11. Undertake IOM Sub office Kigoma 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.
12. Perform any other related task as requested.

Required Qualifications and Experience
Education
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;
Strong Computer skills especially in Ms Excel, Word and Outlook

Experience
Experience in International, Public Procurement or Contracts and Supplier Management is required.
Knowledge of legal aspects of contract management will be an added advantage
Ability to work under pressure and meet deadlines

Languages
Fluency in English and Kiswahili is required.

Required Competencies
Behavioural
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.

Other
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 fill in the PH form, submit CV and cover letter indicating Vacancy Notice number with 3 professional references and contacts to tzvacancy@iom.int

Or send applications to the address below;

International Organization for Migration Mission in the United Republic of Tanzania
Slipway Road, off Chole Road, Plot # 1365 Msasani. PO Box 9270 Dar es Salaam, Tanzania

Kindly note only shortlisted candidates will be contacted.
For further information, please refer to: https://tanzania.iom.int/