Administration & Logistics Assistant | Mauritius | General Service Staff, Graded – G4 | Apply before 21 March 2021

  1. Core Functions / Responsibilities:

    LOGISTICS / PROCUREMENT:

    1. Assist in the implementation and monitoring aspects related to procurement and

      logistical needs to support IOM Mauritius activities including maintain systems/procedures for procurement, supply and contracting of goods/works/services, asset management, documentation, and equipment up-grading.

    2. Assist in the implementation of procurement and logistics tasks; process purchase requisitions, collect quotations and prepare bids analysis summary.
    1. Register all the newly procured assets in PRISM and assign respective Assets Master

      Numbers. Properly tag assets reflecting the Asset Master Number generated by PRISM.

    2. Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into PRISM FI accurately and timely; properly capture all procurement requests and commitments in

      the system.

    3. Follow-up on purchase orders status and keep requesters abreast of estimated time of

      delivery or any changes that may affect or modify the pre-determined delivery

      conditions.

    4. Ensure through established procedures, that all received goods/works/services are in

      accordance with the terms and specifications of the respective PO/Contracts.

    5. Submit with supporting documentation Payment Requests to the Administration and Finance Assistant to execute in-Mission Payments. Follow up with the Administration

      and Finance Assistant to ensure that suppliers’ accounts are settled on time.

    6. Assist with checking of invoices and with the follow-up with suppliers for the timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery; negotiate with suppliers and resolve issues

      related to delivered goods.

    7. Ensure asset assignment and asset tracking and update PRISM records accordingly.
    8. Carry out the annual assets physical count, update the list in PRISM. Keep the assets

      inventory records instantly updated of all IOM assets.

    11.Maintain stock of office consumables and keep updated records. Coordinate with

    supervisor the timely replenishment of the stock.
    12. Assist in the management of IOM car(s) and driver for implementation of office &

    program activities and daily movements. Coordinate transportation needs of the office & programs. Setup a proper vehicle dispatch and tracking system. Ensure that driver is maintaining his/her logbook properly. Monitor the vehicles logbooks on weekly basis, keep proper tracking records for vehicles and equipment and ensure proper maintenance and timely repair

Duty Station: 
Port Louis, Mauritius
Grade: 
General Service Staff, Graded – G4
Closing Date: 
Sunday, March 21, 2021