Supply Chain Associate

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
  Context

Under the overall supervision of the Chief Resource Management Officer (CRMO) and direct supervision Supply Chain Officer (SCO) in IOM OPT; and, in collaboration with relevant units in the country office, the successful candidate will be responsible and accountable for managing the logistics and procurement related functions in IOM OPT.

1. Organize shipments, courier services, customs clearance arrangement, preparation of relevant supporting documentation, and all related necessary coordination with the authorities, implementation, and follow-up actions.
2. Monitor office supplies including stock room management and keep a record of supplies distribution and timely stock replenishment. 
3. Provide procurement support to all fleet-related requests, including vehicle maintenance schedule, purchasing of the equipment, insurance coverage, etc.
4. Regularly check and update of Mission insurance coverage, logistics-related agreements and lease agreements to ensure timely renewal. 
5. Create and maintain physical and electronic records of all documentation through the supply chain 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. Keep relevant tracking matrixes up to date   
6. Assist in the regular asset management, including physical Mission assets’ inventory, timely assets disposal exercise, transfer of Assets, beneficiary assets management, monthly asset reports preparation, and duly coordination with Central Accounting Support (CAS).   
7. Manage petty cash including the provision of relevant supporting documentation and monthly reports.
8. 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.
9. 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.
10. 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. 
11. 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. 
12. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers, including regular monthly payments. 
13. 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 advantageAccredited Universities are those listed in the UNESCO World Higher Education Database. 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 Microsoft Oracle and/or other ERP systems
        • Ability to work with national and international institutions. 
        • Ability to prepare clear and concise report. 
        • Excellent communication and negotiation skills.
        • Ability to establish realistic resource requirements to meet IOM needs.Languages

          English fluent, Arabic added advantage

          Required Competencies IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process. 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.
    • Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
14. Courage: Demonstrates willingness to take a stand on issues of importance.