Context ย Underย theย directย dailyย administrativeย supervisionย ofย theย Supplyย Chainย Officerย inย Libyaย Tripoli and direct operational supervision of the Head of Supply Chain officer in Libya, the Supply Chain Assistant ย will provide procurement support to both external and internal clients, promoting a client and efficient service-oriented approach.
1.ย ย 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.ย ย Support supervisor in the preparation of tender documents, bid solicitation and quotations as applicable; draft bid analysis summary and share it with the requesting unit; may support the evaluation process with procedural guidance and provide inputs, as needed.
3.ย Once the purchase is approved, submit the terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
4.ย ย Assist in discussions with contracted firms on project activities and monitor progress of contracts implementation to check that they abide by the stipulated standards, procedures and planned procurement schedule.
5.ย ย Monitor status of open purchase requisitions (PR) and purchase orders (PO) and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes and verify accurate record-keeping in the system and timely updating of the reports as and when needed.
6.ย ย Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
7.ย ย Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures.
8.ย ย Assist is identifying potential new suppliers/service providers; help evaluate their
quality, prices and services in line with the organizationโs best interests.
9.ย ย Monitor contractual agreements and notify concerned parties take necessary action.
10.ย .ย Perform otherย dutiesย asย may be assigned.
Education
- AccrediBachelorโs degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with ย two years of relevant professional experience; or
- High school diploma/certificate with ย four years of relevant professional experience
- Certification in Procurement, Logistics or Supply Chain Management is an advantage
- Certificate of good conduct from the police (required if selected)ted Universities are those listed in the UNESCO World Higher Education Database. ย Experience
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Enterprise Resource Planning (ERP) software (SAP and/or Oracle) is a distinct advantage;
- 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.
- Attention to detail, ability to organize paperwork in a methodical way with ability to prepare clear and concise report;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organizations, non- government or government institutions/organization in a multi-cultural setting is an advantage. ย Languages
Required:
For this position, fluency in English is required (oral and written).
Desirable
Working knowledge of Arabic, isย desirable
IOMโs official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments. ย Required Competencies ย IOMโs competency framework can be found at this link. Competencies will be assessed during the selection process. ย Values - all IOM staff members must abide by and demonstrate these three 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.