Procurement And Logistics Assistant (2 Positions)

Under the overall guidance of the Head of Mission in Lebanon, and under the direct supervision of the Resource Management Officer (RMO) in Beirut, the incumbent shall be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures. In particular, the incumbent will Purchasing of required office equipment, supplies, materials and office furniture. After receiving request for purchase for purchase of equipment and/or office supplies (with specifications) from Project Manager or Programme Assistant, present obtained quotations and tenders to approving officer and secure written approval before finalizing procurement. Closely coordinate with and ensure that all project-related purchases are reviewed and approved by the Project Manager. Coordinate with the Finance Department to ensure that prior to the final ordering and delivery of the equipment/materials, the project code, account code and budget line item have been determined. Receive and review requisitions for clarity of specifications, obtain additional information if considered necessary and liaise with the user Departments and, if necessary, confirm that the requisite budgetary resources exist with Finance Unit. Prepare the Purchase Orders / contracts and ensure financial authorization is received from the Program Manager, RMO, COM, and FPU/MAC according to Purchase Authorization Threshold. Ensure the timely delivery of procured supplies and materials. Follow up with the Vendor for supply system and status of supplied item at its destination like installation, commissioning etc In coordination with the Project Manager and Resource Management Officer check all supplies delivered and ensure that the supplies are appropriate and in accordance to the specification required, as indicated in the order form. Maintain records of all processed transactions ensuring that an efficient filling system for record of all quotations, copies of records of expenditure, receipts, local order forms, etc are kept. Conduct first review of vendor invoices to ensure compliance with POs/Contracts and goods/works/services received and follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time. Ensure that the proper IOM administrative procedures and standards for follow up, bidding, ordering and stock keeping are strictly adhered to. Prepare bidding documents, procurement and service contracting documents, amendments, contracts in correspondence and approval of LEG unit before entering into obligation for procurement procedure. In coordination with the Resource Management Officer, maintain a fixed assets registry, ensure that it is updated on a regular basis and record all relevant information in relation to the use and return of any fixed asset borrowed by the staff. Conduct and follow up the drivers daily movements. Coordinate, plan and oversee operation of transportation needs of the programs, developing and managing a fleet and the drivers for implementation of program activities. Setup a proper vehicle dispatch and tracking system. Ensure that all drivers are maintaining their logbook properly. Monitor the vehicles logbooks’ on weekly basis. Conduct and follow up the fuel consumption of all the vehicles and to submit a monthly report to RMO.