Supply Chain Assistant (vanuatu Nationals Only)

Organizational Context

The International Organization for Migration (IOM) in Vanuatu seeks a Supply Chain Assistant. This role operates under the overall supervision of the Chief of Mission and direct supervision of the Head of Resources Management. The position involves close coordination with regional and headquarters units to support the effective management of supply chain functions within Vanuatu.

Job Purpose

The Supply Chain Assistant is responsible for supporting the management of IOM Vanuatu's supply chain functions. This involves ensuring the efficient and compliant procurement, delivery, and payment processes for goods and services. The role contributes to the operational effectiveness of the organization by maintaining accurate records, coordinating with suppliers and internal units, and ensuring timely acquisition of necessary resources. The assistant will also play a part in asset management, transportation coordination, and providing support for various organizational activities, ultimately facilitating the smooth execution of IOM's mandate in Vanuatu.

Responsibilities

Key duties include managing procurement requisitions, verifying compliance, and preparing tender documents. The role involves soliciting bids, preparing bid analyses, and confirming supplier agreements. Responsibilities extend to preparing purchase orders, contracts, and obtaining necessary authorizations. Monitoring the status of requisitions, ensuring timely delivery of goods and services, and coordinating with receiving units are crucial. The assistant will review vendor invoices, prepare payment requests, and liaise with Finance for timely payments. Maintaining comprehensive physical and electronic records of procurement documentation and supporting periodic reporting are also key functions. Market surveys for new suppliers, evaluation of vendors, and tracking contractual agreements for timely renewal are required. The role also encompasses supply chain tasks related to property and asset management, warehousing, insurance, maintenance, and transportation, including monitoring vehicle logbooks and fuel consumption. Additionally, the assistant will support the coordination of transportation needs, monitor contractor activities, and assist in organizing meetings and training events.

Work Experience

Required experience includes procurement and logistics, working with vendors and service providers, and managing asset processes. Experience with IOM/UN Procurement and Logistics Rules and Procedures, as well as experience in an international organization, are considered advantageous.

Skills

Proficiency in computer literacy, ability to work with national and international institutions, strong report preparation skills, excellent communication and negotiation abilities, and the capacity to establish realistic resource requirements are essential.

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