SVN/2025/052- Supply Chain Assistant, Jakarta

Job Description

Open to Internal and External Candidates

Reference No.: SVN/2025/052
Position Title   :  Supply Chain Assistant
Duty Station     : Jakarta
Organization Unit : Resource Management Unit 
Classification : G-4
Type of Appointment : Special Short-Term Contract
Report to : Senior Supply Chain Associate
Estimated Start Date : As soon as possible
Closing Date : 03 December 2025

Established in 1951, IOM is part of the United Nations System as the leading inter-governmental organization promoting humane and orderly migration for the benefit of all.

Operational in Indonesia for more than 40 years, IOM Indonesia is one of the largest IOM missions in the world working on a wide range of activities in partnership with the Government of the Republic of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking (CT), Labour Mobility and Social Inclusion (LMSI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Policy and Data Hub, and Resettlement and Voluntary Returns.

The Resources Management Unit contributes to the monitoring and supporting the budgetary financial, human resources and other administrative functions to ensure quality, effective and efficient resources management of the Country Office.

Under the direct supervision of the Senior Supply Chain Associate and the overall supervision of the National Finance Officer, the incumbent will be responsible for providing support for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistic or procurement support to the programs/projects of IOM Indonesia. 

Responsibilities

Responsibilities and Accountabilities

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; conduct vendor performance evaluation, as needed.
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 on procurement related instructions and procedures upon request.
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. 

Qualifications

Required Qualifications and Experience

EDUCATION

• University degree from an accredited academic institution, preferably in Business Administration, Logistics, orManagement, with minimum 2 (two) years relevant work experience, or;
• Completed High School degree with at least 4 (four) years in relevant work experience.

• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage;
• Experience working in an international organisation an advantage.
   

• Ability to prepare clear and concise reports and to analyses and interpret source information and data.
• Have knowledge and experiences in SAP and/or ORACLE is an advantage. 
• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services 
• Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM 
• High level of computer literacy is required, Good knowledge of MS-Office, specifically Microsoft Excel.
   

Required Skills

Job info