Procurement and Administrative Assistant job at International Organisation for Migration | Apply Now

Procurement

• Deliver procurement documentation to managers for approval and keep track of the file making sure that no document is misplaced.

• Perform goods receipt with the programme team and verify the required goods/services meet the requirements.

• Support project staff without Prism rights to raise purchase requisitions where necessary.

• Call for quotations and assist to evaluate bids with reference to the IOM principles for example fairness, accountability, impartiality, transparency and best value for money etc.

• Support procurement in annual asset verification in Kampala and field offices including asset disposal activities.

Administration

• Support the management of facilities by checking that furniture, fixtures, electric devices and appliances are in good condition, maintain that the office premises are clean and organized.

• Work with the Asset Manager on quarterly basis and have the unused and assets tagged for disposal stored in the procurement storage.

• Conduct regular inspections of the water filtration plant and related infrastructure at IOM transit Centre, identifying and addressing any issues that may affect the plant’s operation on water quality and ensure continued supply of safe drinking water.

• Maintain a comprehensive database of all, installed spare parts, filters including their specifications, maintenance history and repair records of the filtration plant.

• Perform weekly assessments for maintenance and repairs of plumbing, fumigation, electricity and carpentry issues and making monthly reports for easy tracking of repairs and accountability.

• Escort mission donated relief items, personal protective equipment and various other things to their designated destinations to ensure safety and accountability.

• Manage mission generators, general maintenance, fuel tracking and organization of necessary re-fueling.

• Help the bus driver on trips that necessitate loading and offloading of passenger luggage and keeping them safe in designated bus compartments.

• Respond to emergency situations at all IOM offices in Kampala regarding the functionality of lights, generators, fire-fighting equipment, water reservoirs and other office equipment, etc.

Follow-up the collection of waste by different vendors and signing off on the delivery notes for every collection

Office Management

• Conduct routine system servicing and maintenance, troubleshoot and diagnosis on filtration equipment at the transit center including replacing filters and cleaning tanks.

• Follow-up the external contractor’s work and perform quality check until the required services are completed.

Inventory Management

• Maintain an up-to-date inventory of spare parts required for the Water filtration System with their specifications.

• Determine if the inventory quantities are sufficient , request for replenishment when necessary.

• Support procurement in annual asset verification in Kampala and field offices including asset disposal activities.

• Arrange transport for IOM office supplies from various IOM stores to different departments of the organization on request.

Courier Services

• Collect mail and deliver various documents as planned by the Logistics.

• Fill in the inspection sheet of motorbike status and share with the Logistics Assistant.

• Report promptly any defects or malfunctioning of the motorbike that require immediate attention to the Logistics Assistant.

• Always follow the rules and regulations of driving IOM motorbikes.

• Refuel the motorbike as required.

• Perform such other duties as may be assigned.