Supply Chain Assistant

Zarzis

Organization: IOM - International Organization for Migration
Location: Zarzis
Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Administrative support
- Logistics
- Supply Chain
Closing Date:

Job Description

Under the overall supervision of the IOM Tunisia Head of Resource Management Unit and the direct supervision of the Head of Sub-Office, the successful candidate shall be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures

Responsibilities

Receive all procurement and supply requisitions from the main office, sub offices and field offices and check all are endorsed prior to procuring.
Solicit for offers and quotations and prepare Bids analysis accordingly and share with the project managers and supervisors.
Assist in preparing the tender documents to be advertised in all fields for all works, services and goods after approved Purchase Requisition Forms (PRFs).
Maintain all supporting documentation and requisite authorizations in accordance with IOM rules and regulations throughout the procurement process, including PRF, Bids Analysis Summary, Purchase Orders, and including Delivery Receipts and Way Bills.
Follow up with suppliers for timely and proper delivery of the goods/services, coordinate with the receiving unit on goods/services to be received and obtain the satisfactory delivery notes and invoices from the receiving unit.
Assist in conducting first review of vendor invoices to verify compliance with order and goods received; Prepare Payment Requests and follow up on timely payment to suppliers/ service providers.
In coordination with the relevant focal points, assist in drafting and tracking contracts for goods/services, rent of property for the recommended vendors with detailed scopes of work; prepare payment schedules for deliverables by indicating the completion time and obtaining necessary approvals from Legal Department.
Update timely and correctly enter all related data of purchases into PRISM.
Record all purchased assets properly into PRISM and properly tag them once delivered.
Assist in performing physical inventory verification of IOM assets when requested. Verify that assets are located accordingly and used in the IOM’s best interest.
Follow up the office needs of stock, expendables, services and share the same with the RMO
Provide full logistical support for delivery, construction activities in the main office and at the field including transportation to and from Tunis.
Follow up with the telephone service providers on pending invoices, reconciliation, make sure that the same applies to other vendors.
Keep proper filling system for all procurement documents.
Monitor IOM contracted vendors for cleaning, Electricity, and garbage collections/Utilities.
Perform such other duties as may be assigned.

Qualifications

Education

Completed High School Degree/Certificate in Business Management, Procurement and Logistics, Economics or a related field from an accredited academic institution with four years of relevant professional experience.

or bachelor’s degree or Equivalent, or Higher in the above fields with two years of relevant professional experience.

Experience

Hands on experience in International Procurement.

Experience in a busy logistics unit

Previous experience with UN and International Agencies or NGO’s is an advantage.

Skills

Strong knowledge of computer applications, especially MS Word, Excel, Outlook, and Access.

Mature individual, with attention to details, able to work independently and under stressful conditions and tight deadlines.

Demonstrated ability to maintain integrity in performing assigned responsibilities.

Languages

French, English and Arabic

IOM’s official languages are English, French and Spanish.

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 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.

Notes

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.

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

Required Skills

Demonstrated ability to maintain integrity in performing assigned responsibilities.
Mature individual, with attention to details, able to work independently and under stressful conditions and tight deadlines.
Strong knowledge of computer applications, especially MS Word, Excel, Outlook, and Access

Job info

Contract Type: Fixed-term (1 year with possibility of extension)
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-4

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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