SUPPLY CHAIN ASSISTANT
h3Job Description /h3 h3Introduction /h3 pEstablished in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the vantaggi of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. /p pIOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move. /p pIOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration /p pApplications 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. /p h3Organizational Context and Scope /h3 pUnder the overall supervision of the Director, Coordination Office for the Mediterranean and Chief of Mission in Italy and Malta, in close coordination with the Resource Management Officer and the direct supervision of the Senior Supply Chain Associate,
the incumbent will be responsible for carrying out the following duties and responsibilities in relation to the Supply Chain support of Italy and Malta. /p h3Responsibilities /h3 ul liReceive 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. /li liAssist supervisors in more complex, higher-value purchases. /li liPrepare 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. 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. /li liMonitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes. /li liReview vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers. /li liCreate 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.
/li liConduct 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. /li liKeep 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. /li liProvide briefing and technical guidance to all staff in the office on procurement related instructions and procedures. /li liPerform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. /li liCoordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance. /li liProvide training and guidance to the junior SCM staff of CO, while supervising, monitoring, evaluating and supporting their professional and career development. /li liPerform other duties as may be assigned. /li /ul h3Qualifications /h3 h3Required Qualifications and Experience /h3 h3Education /h3 ul liUniversity 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 /li liHigh school diploma with five years of relevant professional experience; /li liCertification in Procurement, Logistics or Supply Chain Management is an advantage. /li /ul pAccredited Universities are those listed in the UNESCO World Higher Education Database. /p h3Experience /h3 ul liExperience in procurement and logistics and working with vendors and servi
the incumbent will be responsible for carrying out the following duties and responsibilities in relation to the Supply Chain support of Italy and Malta. /p h3Responsibilities /h3 ul liReceive 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. /li liAssist supervisors in more complex, higher-value purchases. /li liPrepare 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. 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. /li liMonitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes. /li liReview vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers. /li liCreate 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.
/li liConduct 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. /li liKeep 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. /li liProvide briefing and technical guidance to all staff in the office on procurement related instructions and procedures. /li liPerform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. /li liCoordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance. /li liProvide training and guidance to the junior SCM staff of CO, while supervising, monitoring, evaluating and supporting their professional and career development. /li liPerform other duties as may be assigned. /li /ul h3Qualifications /h3 h3Required Qualifications and Experience /h3 h3Education /h3 ul liUniversity 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 /li liHigh school diploma with five years of relevant professional experience; /li liCertification in Procurement, Logistics or Supply Chain Management is an advantage. /li /ul pAccredited Universities are those listed in the UNESCO World Higher Education Database. /p h3Experience /h3 ul liExperience in procurement and logistics and working with vendors and servi