Supply Chain Assistant at International Organization for Migration - IOM

Job Identification: 11674
Grade: G-4

Job Description

• 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.

Responsibilities
Working under the overall supervision and direct supervision of the Head of Office, the incumbent will be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules, and procedures. In particular, s/he is responsible as a Team Leader of the Procurement and Logistics Unit in their performance of variety of duties, she/he will:

• Follow local procurement procedures  and IOM’s procurement policy and other related regulations and procedures.
• Provide support, advice, and assistance in procurement of goods/services for the Mission. 
• Undertake the day-to-day operation of the following services:
• Receive Purchase Request Form (PRF) and verify that all necessary information concerning specifications, justifications, WBS and expected delivery dates are correct
• Identify potential vendor and issues Request for Quotations (RFQ)
• Assist with the evaluation and comparison of the quotations on Bid Analyses Sheet (BAS); and recommend to the relevant requester. Award orders to the selected vendors who can meet the specification at their best offer
• Prepare Purchase Order (PO) inclusive necessary information on asset codes, specifications, quantity, prices, delivery dates, payments, and vendor contact details
• receive and inspect goods/services according to PO specifications and that all goods are in good condition; and assist onward delivery to destination as required
• Ensure all related supporting document are complete and verified
• Prepare Payment Request. Submit and follow up with finance
• Obtain approvals as required by the matrix
• Properly record and indicate the above process in PRISM as required 
• Make copies of procurement and logistics documents
• Follow up purchase orders status and keep requester informed of estimated time of delivery or any changes that may affect or modify the pre-determined delivery condition
• Perform other related duties as may be required.

Qualifications
Education:

• Bachelor's Degree in Business Administration, Procurement and Logistics or a related field from an accredited academic institution with two years of relevant professional experience. Or School diploma with four years of relevant professional experience 

Experience:

• Minimum of 2 years relevant experience in a similar position, with specific focus on logistics and procurement in medium-large scale complex emergencies and inventory stock / supply chain management. 
• Comprehensive knowledge of the different elements of the supply chain in humanitarian context. 
• Previous experience in conflict affected areas/natural disaster areas with limited infrastructure. 

Skills:

• Ability to work under time constraints and deadlines in challenging settings.
• Ability to work in multicultural and multiethnic environments.
• Analytical, communication, interpersonal and advocacy skills.

Languages:

• Fluency in English (oral and written). Working knowledge of the local language.
• IOM’s 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.

Required Competencies:
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.
• 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.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports):

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.