Supply Chain Assistant

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall guidance of the National Supply Chain Officer in Ankara and under the direct supervision of the Senior Supply Chain Associate in Gaziantep, the incumbent will be responsible for the following tasks:

Responsibilities

1. Assist in the implementation and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities including carrying out tasks related to procurement.

2. Assist Senior Logistics and Procurement Associate in Gaziantep regarding procurement requests and requirements and consolidate them. 

3. Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBL/s and the final authorization of the programme and CoM or his/her designated officer.

4. Assist in collecting quotations/proposals, preparing Purchase Requisitions in WAVE and preparing bids analysis when required.

5. Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into WAVE accurately and timely; properly capture all procurement requests and commitments in the system. 

6. Follow-up on Purchase Orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.

7.  Verify through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.

8. Register all the newly procured assets in WAVE and assign respective Assets Master Numbers. Properly tag Asset Code stickers on the newly procured assets reflecting the Asset Master Number generated by PRISM.

9. Prepare and submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.

10. Assist Senior Logistics and Procurement Associate with the preparations of the programs, workshops and training activities/events, in relation to hotels arrangements, catering services, technical equipment’s rental and translation related services.

11. Update and keep the archiving system with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, contracts, LTAs, etc.

12. When required, drive IOM vehicle for official/authorized business either for transporting IOM staff members and/or due to other type of service (visiting the market, government entities, airport, customs, vehicles service and registration, etc) as per the authorized routing following the UNDSS/SSU rules and regulations, and as advised by the Senior Supply Chain Officer.

13. Undertake any other duties within the incumbent’s capabilities that might be assigned.

Qualifications

Required Qualifications and Experience

Education

• Degree in business administration, Logistics, supply chain management, or any other related fields with two years of relevant experience or

• Completed High School from an accredited academic institution, with four 4 years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Purchasing & sourcing basics – Understanding how to request quotes, compare suppliers, and issue purchase orders
• Vendor management – Maintaining supplier relationships and tracking performance
• Contract awareness – Basic understanding of terms, pricing, and delivery agreements

• Inventory coordination – Monitoring stock levels and ensuring timely replenishment

   
   

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Turkish is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

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 five 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.

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

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.

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.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

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

Required Skills

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