Supply Assistant Chain (Pleno) Brasília/DF

Under the general supervision of the National Resources Management Officer (RMO) and the direct supervision of the Supply Chain Coordinator, and in collaboration with the relevant units at Headquarters and in the Administrative Centers, the Procurement Assistant will be responsible for managing supply chain and procurement functions in the Brasilia Office.

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. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit. 
3. 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. 
4. 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. 
5. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers. 
6. Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports. 
7. 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. 
8. 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. 
9. Provide technical information to all staff in the office on procurement related instructions and procedures.
10. Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. 
11. Support the coordination of transportation needs and drivers’ movements; verify all logbooks are properly maintained and monitor fuel consumption and vehicle’ maintenance records.
12. Monitor activities of contractors working on the office premises.
13. Support the organization of meetings, workshops and trainings. 
14. Perform other duties as may be assigned. 
15. Management, registration, disposal, and control of the organization's assets.

     

    • University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with two years of relevant professional experience; or
    • High school diploma with four years of relevant professional experience

            Certification in Procurement, Logistics or Supply Chain Management is an advantage