Supply Chain Officer (P2) Nairobi, Kenya 44 views0 applications

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following IOM Member States that are not represented among staff members in the Professional and higher categories: Antigua and Barbuda, Bahamas, Barbados, Comoros, Congo (the), Cook Islands, Dominica, Federated States of Micronesia, Grenada, Guinea-Bissau, Holy See, Iceland, Israel, Kiribati, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Seychelles, Solomon Islands, Suriname, Tonga, Tuvalu, Vanuatu

Second tier candidates include:
All external candidates, except candidates from non-represented member states of IOM.

Organizational Context and Scope

Launched in November 2023, with crucial funding from the Directorate-General for European Civil Protection and Humanitarian Aid Operations (DG ECHO), the ReliefEU Emergency Regional Stockpiles program in Nairobi is a program where IOM directly oversees the comprehensive management of humanitarian supplies on behalf of ECHO. This involves the end-to-end management of humanitarian supplies from procuring, quality testing, inventory management, dispatch, transport coordination, and handover of pre-positioned and ad-hoc relief items to ECHO-certified partners for no-cost last-mile distribution. It enhances the efficiency of emergency responses by providing timely and quality WASH and Shelter non-food items, complementing existing IOM global stock operations, and emphasizing sustainable procurement and logistics practices.

Under the overall supervision of the Deputy Regional Director – Management, the direct supervision of the Regional Procurement and Logistics Officer, and in close coordination with the Senior Shelter and Settlements Officer, the Supply Chain Officer will support the implementation and day-to-day managing of specialized supply chain activities related to the ReliefEU Stockpiles project and the implementation and monitoring of all broader Supply Chain operations for the Regional Office in Nairobi. The role demands close coordination with relevant internal units to facilitate efficient, transparent, and compliant resource delivery, directly supporting both European Civil Protection and Humanitarian Aid Operations (ECHO) project’s rapid response capabilities and the Regional Office’s diverse programmatic mandates.

The Supply Chain Officer will also maintain vital coordination with the Manila Supply Chain Unit (MSCU) and Headquarters (HQ) and seek technical support to ensure effective and efficient procurement, taking into account the operating context, inherent risks, and compliance to the highest ethical standards and code of conduct. IOM procurement and supply chain activities are guided by the general principles of Best Value for Money; Accountability, Integrity and Transparency; Fairness and effective Competition; and Best Interest of IOM.

Responsibilities

1. Coordinate and monitor all Supply Chain activities carried out by the Regional Office and, on behalf of the field missions within the East, Horn, and South Africa (EHSA) verify adherence to the highest standards of efficiency and compliance.

2. Contribute to the strategic procurement planning and monitoring of the Supply Chain processes for all activities related to both the ReliefEU project and Regional Office operations, encompassing request analysis and meticulous vendor evaluation based on quality, prices, and delivery. Critically manage and maintain the qualified supplier pool as the ensuring continuous and efficient supply aligned with organizational objectives.

3. Monitor the application of solid internal control systems and follow up on any non-adherence Supply Chain issues in Nairobi, specifically concerning ReliefEU stock management and movements, and update EHRC Project Manager as necessary.

4. Implement effective systems for asset management, including regular monitoring of inventory, and updated records on assets disposal and timely coordination, including approvals from Central Accounting Support (CAS) Manila on donations and disposals.

5. Systematically review supply chain – related postings within the WAVE (Oracle) system, originating from East, Horn, and South Africa (EHSA) field missions and providing expert guidance and facilitating timely corrections/adjustments as necessary, including monthly housekeeping.

6. Implement the exit strategy and verify that the contractual requirements for all agreements, including Implementing Partner Agreements relevant to programs, are successfully monitored and closed.

7. Coordinate the accurate and complete e-filing of all Supply Chain related documents within the WAVE (Oracle) system, ensuring proper system postings and that all necessary attachments are diligently secured for comprehensive audit trail purposes.

8. Liaise with the project manager and the EHRC donor to provide regular updates on supply chain planning, procurement progress, logistics, and stock movement, ensuring compliance with donor conditions and timely project delivery. Supervise the Supply Chain unit at the RO and provide first- line support, guidance, and training to them.

9. In coordination with the MSCU, DHRR teams, monitor the undertakings by the RO for the ReliefEU project in Nairobi and communicate with ECHO Nairobi for the stock movements (inbound/outbound).

10. Monitor that all warehousing transactions are done in line to IOM internal guidelines and assist in the management of commodity accounting, data quality, and integrity in close coordination with the Regional Procurement and Logistics Officer, and other relevant stakeholders.

11. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Master’s degree in Business Administration, Supply Chain Management, Logistics, Procurement, or related field from an accredited academic institution with two years of relevant professional experience; or,
• University degree in the above fields with four years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in managing diverse procurement and logistics operations;
• Demonstrated experience in training and managing large teams of co- workers, managing vendors and suppliers: and,
• Experience with warehouse inventory management processes and effectively applies specialized knowledge of logistics, asset and stock inventory management.

Skills

• Extensive knowledge of IOM/UN internal procurement and financial rules, as well as IOM’s system and processes as they apply to procurement and logistics;
• Excellent level of computer literacy and good knowledge of WAVE is an advantage;
• Ability to supervise staff, provide oversight, and coordinate administrative activities;
• Good knowledge of MS Office products, specifically Excel, and good computer literacy skills required; and,
• Knowledge of IOM accounting systems, software (WAVE), and procedures, or that of similar international non for profit organizations a distinct advantage.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM’s official languages (English, French, Spanish).

For this position, fluency in English is required (oral and written).

Working knowledge of another official UN language (Arabic, Chinese, French, Russian and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators Level 2

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Internationally recruited professional staff are required to be mobile. Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies