Supply Chain Assistant

Under the overall supervision of the Resources Management Officer (RMO) and direct supervision of the Senior Procurement and Logistics Assistant; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for managing the resources management functions:

Procurement
1. Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
2. Assist supervisors in more complex, higher-value purchases.
3. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
4. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
5. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
6. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
7. Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention.
8. Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
9. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.
10. Provide briefing and technical guidance to all staff in the office on procurement related instructions and procedures.
Logistics
11. Perform logistics tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
12. Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance.
General
13. Provide training and guidance to new/junior staff in the unit.
14. Perform other duties as may be assigned.

EDUCATION

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or
• High school diploma with five years of relevant professional experience
• Certification in Procurement, Logistics or Supply Chain Management is an advantage

EXPERIENCE

• Experience in procurement and logistics and working with vendors and service providers;
• Experience with asset management process;
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage
• Experience working in an international organisation an advantage.

SKILLS

• High level of computer literacy
• Knowledge of ORACLE is highly desirable
• Ability to work with national and international institutions;
• Ability to prepare clear and concise report;
• Excellent communication and negotiation skills