Job Responsibilities

• Assist in monitoring and following up on logistics and procurement activities within Damascus, including property and assets control, supply, and contractual agreements for goods, services and maintenance.
• Support planning, coordination, implementation, and monitoring of procurement and logistics needs in Damascus office.
• Liaise with the Senior Logistics and Procurement Officer and procurement units in the field offices regarding procurement, logistics and service requirements, assist in consolidating overall procurement (or service) requirements and identifying options to improve efficiency in line with established procedures.
• Assist in reviewing procurement requests, identifying potential providers, and gather information regarding vendor performance in terms of quality, prices, and delivery of goods in line with the Organization’s best interests and donor requirements.
• Process procurement transactions in accordance with IOM procurement rules and regulations as well as the mission’s procurement instructions.
• Assist in preparing tendering and bidding documents, issuing calls for proposals, soliciting bids and quotations, participating in the evaluation and selection of vendors, confirming terms of payment, and finalizing contractual terms.
• transactions and analyze them for conformity with specified requirements in coordination with supervisors.
• Ensure sourcing and collection of valid credentials and other supporting documents needed to accredit vendors/contractors before any contractual actions are taken.
• Follow up on purchase orders status and keep project managers and requisitioners informed of estimated delivery times or any changes that may affect the delivery; ensure received goods/services meet purchase order specifications, and that all goods are in good condition.
• Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioner when the services/works are rendered and/or the goods are received, before processing the respective payments.
• Ensure all Purchase Requisitions (PRs) and Purchase Orders (POs) are accurately recorded into the system in a timely manner.
• Maintain the database of vendors and contractors’ accreditation and evaluation status to ensure a pool of reliable service providers.
• Assist in asset disposal processes in coordination with CAS in MAC and ensure appropriate records are kept in the file including the duly signed Deed of Donations.
• Support the establishment and maintenance service agreements and LTAs with competent vendors, when feasible and cost effective, in coordination with supervisors.
• Coordinate with the Finance Department on accounting requirements concerning payment procedures, WBSs, accounts closure, vendors’ accounts, and advance payments.
• Support the preparation and maintenance of lease agreements with landlords, ensuring contractual terms are followed.
• Follow up on open PRs/POs, beneficiary assets, and unposted assets on a monthly basis.
• Monitor local markets for price and product updates.
• Update and manage the archiving system with proper labels; ensure all procurement files are documented and arranged for secure and systematic filing of logistics-related documents, POs, contracts, lease agreement, and LTAs.
• Supervise and provide on-the-job guidance and training to assigned staff, ensuring duties and responsibilities are carried out in line with established procedures.
• Perform any other related duties as may be assigned.