SVN2026/015_Supply Chain Associate_G5_Cap-Haitien

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.

Under the overall supervision of the head of Supply Chain unit in Haiti and direct supervision of the Supply Chain Officer, the incumbent will be responsible for supporting the day-to-day activities of the procurement function of IOM in Haiti, in accordance with the Organization’s regulations and procedures.

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 in processing 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. Support supervisor in conducting 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 guidance to all staff in the office on standard procurement related instructions and procedures.
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.
13. Provide training and guidance to new/junior staff in the unit. 
14. Perform other duties as may be assigned.

EDUCATION

• Bachelor’s degree, preferably in Business Administration or Logistics with a minimum of 3 years of relevant professional experience
• High school diploma with 5 years of relevant professional experience

EXPERIENCE

• Experience in Procurement and Vendor management, administrative, financial and internal control procedures.
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• Strong analytical, planning and time management skills. 
• An excellent degree of computer literacy in particular experience in computerized accounting systems including SAP/FIORI/SAP application is required. 
• Excellent communication skills. 
• Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking.   
• Demonstrated ability of working effectively and harmoniously with colleagues from varied culture and professional backgrounds to achieve desired goals. 

SKILLS

• Knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
• Knowledge of UN and bilateral donor programming will be an advantage.
• Knowledge of financial rules and regulations.

Languages 

REQUIRED

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

For all applicants, fluency in French and Creole is required (oral and written).

DESIRABLE

English

Competencies

The incumbent is expected to demonstrate the following values and competencies:

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 1
 

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.