Procurement And Administrative Assistant

Organizational Context

The International Organization for Migration (IOM), established in 1951, is a UN-related organization dedicated to promoting humane and orderly migration. As the leading UN agency in migration, IOM collaborates with governmental, intergovernmental, and non-governmental partners, providing services and advice to governments and migrants. This role supports the IOM office in Bolivia.

Job Purpose

The Procurement and Administrative Assistant plays a crucial role in supporting the full procurement and supply chain process within the IOM office in Bolivia. Under the supervision of the Head of Office, this position is responsible for consolidating and verifying requisitions, preparing tender documents, obtaining bids, and coordinating purchase approvals. The role ensures efficient monitoring of deliveries, accurate review of invoices, and meticulous maintenance of procurement records. Additionally, the assistant will conduct market surveys to identify and engage reliable suppliers, contributing to the overall operational efficiency and compliance of the organization's procurement activities. This position is vital for ensuring that IOM has the necessary resources to effectively implement its migration programs.

Responsibilities

The Procurement and Administrative Assistant is responsible for managing the end-to-end procurement process, including consolidating and verifying requisitions, ensuring compliance with policies. This involves preparing tender documents, soliciting bids, and conducting comparative evaluations. The role manages post-approval processes, such as preparing purchase orders and contracts, and monitoring timely delivery of goods and services. Responsibilities also include reviewing vendor invoices, preparing payment requests, and maintaining accurate procurement records for reporting. The assistant will conduct market research to identify and register new suppliers and manage contract renewals. Furthermore, the role provides guidance on procurement procedures, monitors contractors, and performs operational and logistical support tasks, including asset management and event support.

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, and working in an international organization, are considered advantageous.

Skills

High level of computer literacy; ability to work with national and international institutions; ability to prepare clear and concise reports; excellent communication and negotiation skills; ability to establish realistic resource requirements.

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