Supply Chain Assistant
Tripoli
- Organization: IOM - International Organization for Migration
- Location: Tripoli
- Grade:
-
Occupational Groups:
- Administrative support
- Logistics
- Supply Chain
- Closing Date:
Job Description
Responsibilities
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. Support supervisor in the preparation of tender documents, bid solicitation and quotations as applicable; draft bid analysis summary and share it with the requesting unit; may support the evaluation process with procedural guidance and provide inputs, as needed.
3. Once the purchase is approved, submit the terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
4. Assist in discussions with contracted firms on project activities and monitor progress of contracts implementation to check that they abide by the stipulated standards, procedures and planned procurement schedule.
5. Monitor status of open purchase requisitions (PR) and purchase orders (PO) and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes and verify accurate record-keeping in the system and timely updating of the reports as and when needed.
6. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
7. Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures.
8. Assist is identifying potential new suppliers/service providers; help evaluate their
quality, prices and services in line with the organization’s best interests.
9. Monitor contractual agreements and notify concerned parties take necessary action.
10. . Perform other duties as may be assigned.
Qualifications
- AccrediBachelor’s 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/certificate with four years of relevant professional experience
- Certification in Procurement, Logistics or Supply Chain Management is an advantage
- Certificate of good conduct from the police (required if selected)ted Universities are those listed in the UNESCO World Higher Education Database.
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Enterprise Resource Planning (ERP) software (SAP and/or Oracle) is a distinct advantage;
- 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.
- Attention to detail, ability to organize paperwork in a methodical way with ability to prepare clear and concise report;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organizations, non- government or government institutions/organization in a multi-cultural setting is an advantage.
Required:
For this position, fluency in English is required (oral and written).
Desirable
Working knowledge of Arabic, is desirable
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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 online recruitment system. The online tool also allows candidates to track the status of their application.
Required Skills
Job info
Contract Type: Special Short Term Graded (Up to 9 months)Initial Contract Duration: 6 Months
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-4
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.