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Procurement Assistant

Job Type: Full time | Company: CTG Global | Location: Tripoli, Libya | Date posted: 06-07-2017
Overview of CTG Global CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.
Overview of position Due to the mission Expansion new positions was established in the Organigram to handle various procurement functions in Libya mission
Role objectives Under the overall guidance of the COM and direct supervision of the procurement and logistic Officer and would be responsible and accountable for providing necessary support to procurement functions of IOM Libya office
Expected output Assist in the planning and implementation, aspects related to procurement and logistic needs to support humanitarian activities within the office including organization and maintain systems/procedures for procurement, supply and contracting of goods/works/services, documentation, equipment up grading, customs clearance/ government paperwork’s 
Assist the procurement Unit regarding procurement requests and requirements to consolidate Office overall requirements and optimize purchasing power 

Assist in planning procurement actions and analysing procurement requests 
Ensure the completion of purchasing acquisitions Forms submitted to procurement Unit with the Manager, Procurement officer, RMO, and COM 
Assist the procurement officer in the identification and evaluation of vendors against performance, reliability, quality, value of money, delivery of equipment Service in the respect of the organizations’ best interests and donors’ mandate. Assist in soliciting bids or quotations for conformity to specified requirements, select vendors, and confirm terms of Payment and terms of delivery. Update vender’s database 
Assist with building a process, taking into consideration the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile reputation. 
Ensure with finance Unit that appropriate funds are available for each purchase 
Complete all procurement and logistics related forms; like Purchasing Request, Bids Analysis Summary, Purchase Orders and Payment Request, also assist in tracking the needful signatures from the various signatories 
Follow up on purchasing orders status and keep costumers abreast of estimated time of Delivery or any changes that may affect or modify the predetermined delivery conditions 
Ensure that all received goods/works/services are accordance with the terms and specifications of the respective PO/Contracts 
Conduct first interview of vendor invoices to ensure compliance with PO/Contract and Good/Services received and submit to finance unit PRs with supporting documents 
Ensure that all IOM assets (furniture, equipment, vehicles, etc ) are sufficiently insured at all times through a reputable Insurance Company under the best terms and conditions. Follow up on any claims that may arise 
Archiving system update and management with proper labels 
Undertake other duties within the incumbent’s capacities that may be assigned by the RMO and the procurement Officer 

The incumbent is expected to demonstrate the following technical and behavioural competencies 
Accountability 
Accept and give constructive criticism 
Follow all relevant procedures , progresses, and policies 
Meet deadlines, cost, and quality requirements for outputs 
Monitors own work to correct errors 
Take responsibility for meeting commitments and for any shortcomings 

Client Orientation 
Identifies the immediate and peripheral clients of own work 
Establishes and maintains effective working relationships with clients 
Identifies and monitors changes I the needs of clients, including donors, governments, and project beneficiaries 
Continuous Learning 
Contributes to colleagues’ learning 
Demonstrates interest in improving relevant skills 
Demonstrate interest in acquiring skills relevant to other functional areas 
Keeps abreast of developments in own professional are 

Communication 
Actively shares relevant information 
Clearly communicates, and listens to feedback on, changing priorities and procedures 
Write clearly and effectively, adapting wording and style to the intended audience 
Listens effectively and communicates clearly, adapting delivery to the audience 

Creativity and initiative 

Actively seeks new ways of improving programmes or services 
Expands responsibilities while maintaining existing ones 
Persuades other to consider new ideas 
Proactively develops new ways to resolve problems 

Leadership and Negotiation 

Convinces others to share resources 
Actively identifies opportunities for and promote organizational change 
Presents goals as shared interests 
Articulate vision to motivate colleagues and follows through with commitments 

Performance Management 
Provide Constructive feedback to colleagues 
Identify ways for their staff to develop their abilities and careers 
Provide fair, accurate, timely, and constructive staff evaluation 
Uses staff evaluations appropriately in recruitment and other relevant HR procedures 
Hold directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations 

Planning and Organizing 
Sets clear and achievable goals consistent with agreed priorities for self and other 
Identifies priority activities and assignments for self and others 
Organizes and documents work to allow for planned and unplanned handovers 
Identifies risks and makes contingency plans 
Adjusts priorities and plan to achieve goals 
Allocates appropriate times and resources for own work and that of team members 

Professionalism 

Master subject matter related to responsibilities 
Identifies issues, opportunities, and risks central to responsibilities 
Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation 
Persists all colleagues with respect and dignity 
Works effectively with people from different cultures by adapting to relevant cultural contexts 
Knowledgeable about and promotes IOM core mandate and migration Solutions 

Teamwork 
Actively contributes to an defective, collegial, and agreeable team environment 
Contributes to, and follows team objectives 
Gives credit where credit is due 
Seeks input and feedback from others 
Delegates tasks and responsibilities as appropriate 
Actively supports and implements final group decisions 
Takes joint responsibility for team’s work 

Technological Awareness 
Learn about developments in available technology 
Proactively identifies and advocates for cost-efficient technology solutions 
Understands applicability and limitation of technology and seeks to apply it to appropriate work 

Resource Mobilization 
Establish realistic resource requirements to meet IOM needs 
Clients Orientation – work effectively well with client and stakeholders 
Continuous Learning – promotes continuous learning for self and others 
Communications – listen and communicates clearly, adapting delivery to the audience 
Creativity and Initiative – Actively seeks new 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 
Resources Mobilisation – works with internal and external stakeholders to meet resource needs of IOM (optional depending on position level)
Project reporting Reporting to the procurement and logistic Officer
Key competencies Bachelor degree in Business Administration, Management, Logistic, Procurement, Accounting or a related field from an accredited academic institution with three years of relevant professional experience or High School degree with five years of relevant professional experience 
High level of computer literacy (MS Office Word, Excel and    Outlook) 
Particular experience in computerized accounting systems 
Experience in procurement and logistics operations is required 
Knowledge of IOM internal procurement and financial rules is an advantage
Team management
This role does not require team management
Further information
To be advised 
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Date posted 06-07-2017
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