Supply Chain Associate

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.

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.

Responsibilities

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.

Qualifications
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 advantage

Accredited 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.
• 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.

Notes

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
5. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
6. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
7. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

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