Expedited SVN Supply Chain Assistant, G4 (Multiple Positions)

Job Description

Working under the overall supervision of the Supply Chain Officer (SCO) and the direct supervision of the Head of Sub Office  the incumbent will be responsible for the coordination and implementation of the procurement process including obtaining quotations, tendering, purchases and deliveries of supplies/services at the Office/Sub Office as well as the Mission in Nigeria in accordance with IOM’s Procurement policies and procedures.

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; liaise with the receiving unit to obtain satisfactory delivery notes.
5. Review vendor invoices, prepare payment requests and follow-up with Finance the timely payment to suppliers/service providers. 
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 follow-up with Finance Unit the payment of utilities invoices. 
9. Provide technical information to all staff in the office on procurement related instructions and procedures.
10. Perform logistics 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.

Responsibilities

Qualifications

Education:

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with two years of relevant professional experience; or
• High school diploma with four years of relevant professional experience
• Certification in Procurement, Logistics or Supply Chain Management is an advantage

Experience 

• At least two years’ experience in Supply Chain Management.
• Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management.
• Very good understanding of IOM Procurement and Logistics policies.
• Knowledge of Oracle is desired,
• Common software applications such as Word, Excel, PowerPoint, and Access.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.
• Has Certificate of Procurement Fundamental Training

Skills

• Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management.
• Very good understanding of IOM Procurement and Logistics policies.
• Knowledge of Oracle is desired,
• Common software applications such as Word, Excel, PowerPoint and Access.
• Demonstrated ability to maintain integrity in performing responsibilities assigned.

Interested candidates are requested to indicate their preferred duty station in their application letter when submitting their application.

Required Skills

Job info