Supply Chain Assistant

Organizational Context

The International Organization for Migration (IOM) in Ukraine seeks a Supply Chain Assistant. This role operates under the supervision of the Chief of Mission and Supply Chain Officer, directly reporting to the National Supply Chain Officer. The position is integral to the Mission’s Resources Management Unit, collaborating with various IOM units.

Job Purpose

The Supply Chain Assistant is responsible for managing and supporting the Mission’s Resources Management Unit, ensuring efficient and compliant supply chain operations within IOM Ukraine. This role contributes to the effective delivery of IOM's mandate by overseeing procurement processes, managing vendor relationships, and maintaining accurate records. The assistant ensures that goods and services are procured in a timely and cost-effective manner, supporting the overall operational objectives of the mission and adhering to organizational policies and procedures. The role plays a crucial part in maintaining the integrity and functionality of the supply chain, facilitating the mission's activities.

Responsibilities

Procurement duties include receiving and consolidating procurement requisitions, verifying compliance with policies, and preparing tender documents. The assistant will solicit bids, prepare bid analyses, and confirm terms with selected suppliers, preparing necessary documentation like purchase orders and contracts. Responsibilities also involve monitoring requisition status, coordinating timely delivery of goods and services, and obtaining delivery confirmations. The role includes reviewing vendor invoices, preparing payment requests, and coordinating timely payments. Maintaining physical and electronic procurement records, conducting market surveys to identify new suppliers, and managing contractual agreements for timely renewal are key. The assistant will also monitor office supplies and utilities, coordinate payments, and provide guidance on procurement procedures to staff.

Work Experience

Required experience includes procurement and logistics, working with vendors and service providers, and asset management 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. Knowledge of Oracle ERP (Wave) is highly desirable. Ability to work effectively with national and international staff and institutions. Capacity to prepare clear and concise reports. Excellent communication and negotiation skills.

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