Supply Chain Associate (Réf VN/2024/006)

Details:



Under the overall supervision of the Supply Chain Officer, and direct operational supervision of the National Procurement and Logistics Officer, and in close collaboration/coordination with the with the relevant units at Headquarters (HQ) and regional office (RO), the successful candidate will provide Procurement and Logistics support to both external and internal clients, promoting a client and efficient service-oriented approach.
Core Functions / Responsibilities:
Procurement
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. Assist supervisors in more complex, higher-value purchases.
IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
3. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
4. 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.
5. Participate in negotiations with contracted firms on the implementation of activities under the project components and monitor progress of contracts implementation to ensure that they abide by the stipulated standards, procedures and planned procurement schedule.
6. 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 ensure proper recording in the system and timely updating of the reports as and when needed.
7. Review vendor invoices prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
8. Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention.
9. 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.
10. 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.
11. Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities.
12. Maintain efficient filing system for all procurement records including, Purchase requests, Bids Analysis Summary, Quotations, BEAC Resolution to award, minutes of Bids opening, Evaluation Score sheets, Reports etc. Ensure these records are up to date.
13. Provide briefing and technical guidance to all staff in the office on procurement & Logistics related instructions and procedures, this may extend also to IOM Implementing partners.
Logistics
14. Provide support in the planning, implementation and monitoring of logistics activities related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
15. Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance and verify that the drivers are up to date with their tasks.
16. Assist in Logistics and Warehouse operations including all Logistics assets and support in the overall, efficient management of the warehouse.
17. Assist in coordinating service and maintenance of office facilities and equipment and continued supply of all essential utilities and items used in the office.
General
18. Provide training and guidance to staff in relation to IOM instructions and digital platforms as well as to external clients such as but not limited to implementing partners.
19. Participate in inter-agency procurement working groups at the sub office level when requested.
20. Perform other duties as may be assigned.
Required Qualifications and Experience:
Education:
• Completed bachelor’s degree in business administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or
• Completed High school diploma/certificate with five 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)
Experience:
• 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.
Languages:
• Fluency in English and French is required.
• Working knowledge of Arabic is an advantage.
Required Competencies:
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:
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.
Other:
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
How to apply:
Interested National candidates or candidates holding the Algerian residence and valid working permit are invited to submit their applications via email to:
hralgiers@iom.int
by 07 April 2024 at the latest, referring to this advertisement
VN/2024/006
In order for an application to be considered valid, IOM only accepts online profiles duly completed (resume and cover letter)
Only shortlisted candidates will be contacted.