Call for Application - Admin and Logistics Assistant

Working under the overall supervision of the Procurement and Logistics Officer and with close coordination with the Senior Liaison Coordinator HRRD in IOM Quetta Office, the incumbent will be responsible for carrying out procurement, logistics, admin, and finance related functions in accordance with IOM’s regulations, rules and procedures. Specifically, the incumbent will be responsible for supporting the work of the Humanitarian Resilience and Recovery Division (HRRD) from IOM Quetta Office.

Responsibilities and Accountabilities:

1. Assist in the implementation and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities including maintain systems/procedures for supply and contracting of goods/works/services, cargo transport, warehousing with all the respective documentations as relevant.
2. Assist in coordinating and monitoring the delivery of procurement requisitions and orders and perform follow up actions to ensure supplies/services delivered according to project implementation schedule and required technical specifications/terms of reference.
3. Conduct as needed vendors’ checks and market surveys to ensure full knowledge of the availability, quality and prices of different supplies and goods in the local market.
4. Assist with the identification and evaluation of vendors against performance, reliability, quality, value of money, delivery of equipment/service in 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.
5. Monitor the vendors for compliance to the contractual agreements and make sure to get a suitable delivery period which meets the projects implementation schedule.
6. Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
7. Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
8. Assist the team and the Project Managers with implementation of admin and finance related work related to support IOM's activities in and around Quetta, Balochistan.
9. Support in taking petty cash / cash advance as needed for operational activities and then settle later on in coordination with Finance.
10. Manage IOM HRRD’s fleet movement from IOM Quetta Office including supervision of drivers, coordination, monitoring and review of log books, submission of vehicle requests, etc.
11. Support in ensuring that operations are carried out in an expedited and yet within the established Organization’s rules regulations and practices.
12. Supervise the activities of the team ensuring that the required documentations, forms, Insurance related, Payments, and others are carried out by the team members as required, elevating any deviations with corrective measures to the Head of Unit, as required for due coordination prior to elevation outside the Procurement & Logistics Unit.
13. On a routine basis assist in identifying challenges and bottlenecks related to admin and logistics and suggest solutions and recommendations to the Logistics / Procurement Officer.
14. Perform any other duty as assigned.

Required Qualifications and Experience:

Education:

Experience:

Minimum 2 years of relevant work experience is preferred; experience working in the humanitarian field will be an advantage.

SKILLS:

• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
• Knowledge of admin and finance related policies and procedures especially in humanitarian setting.
• Can drive IOM vehicles in a safe manner consistent with local regulations.

Languages:

Fluency in English, Urdu, and Pashto, Balochi are required for this position.

Desirable:

Working knowledge of other languages is an advantage.

Only short-listed candidates who match the required criteria for the position will be contacted.

IOM provides equal opportunity to all qualified female and male including the physically challenged candidates.