Supply Chain Assistant

Organizational Context

IOM, established in 1951, is a leading inter-governmental organization promoting humane and orderly migration globally by providing services and advice to governments and migrants. This Supply Chain Assistant role is situated within the IOM Sub-office in Banteay Meanchey, Cambodia. The position operates under the overall supervision of the Head of Resources Management in Cambodia and directly reports to the Supply Chain Officer, collaborating with various units to manage resources.

Job Purpose

The Supply Chain Assistant is instrumental in ensuring the efficient, transparent, and compliant management of all resources within the IOM Sub-office in Banteay Meanchey, Cambodia. This role's primary purpose is to facilitate the seamless execution of the entire supply chain process, from initial procurement planning and vendor selection to the timely delivery of goods and services and subsequent financial reconciliation. By meticulously adhering to IOM's procurement and logistics rules, the Assistant safeguards organizational assets, optimizes operational costs, and mitigates risks associated with supply chain activities. This position directly contributes to the effective implementation of IOM's humanitarian and development programs by ensuring that necessary resources are acquired and managed efficiently. The role's contribution is vital for maintaining operational continuity, supporting program delivery, and upholding accountability standards in resource utilization, ultimately enabling IOM to fulfill its mandate of promoting humane and orderly migration for the benefit of all.

Responsibilities

The Supply Chain Assistant is responsible for managing the full procurement cycle, including receiving and consolidating requisition forms, verifying information, and ensuring compliance with the Purchase Authorization Matrix. This involves preparing tender documents, soliciting bids, conducting bid analysis, and confirming terms with selected suppliers. The role prepares necessary documentation such as purchase orders and contracts, coordinating required authorizations. Key duties also include monitoring open requisitions, tracking timely delivery of goods and services, and coordinating with receiving units for satisfactory delivery notes. The Assistant reviews vendor invoices, prepares payment requests, and coordinates with Finance for timely supplier payments. Maintaining accurate physical and electronic records of all procurement documentation, conducting market surveys for new suppliers, and evaluating them based on quality, price, and service are also critical. The role tracks contractual agreements, manages office supplies, and coordinates utility payments. Furthermore, the Assistant provides technical information on procurement procedures, performs supply chain tasks related to property, asset management, warehousing, insurance, maintenance, and transportation. This includes coordinating transportation needs, monitoring drivers' movements, maintaining logbooks, and tracking fuel consumption and vehicle maintenance. The position also monitors contractors on office premises and supports the organization of meetings, workshops, and trainings, performing other assigned duties.

Work Experience

Required experience includes procurement and logistics, working with vendors and service providers, and asset management processes. Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage. Prior experience in an international organization is also considered an advantage.

Skills

Ability to work effectively with national and international institutions. Proficiency in preparing clear and concise reports. Excellent communication and negotiation skills. Capability to establish realistic resource requirements to meet organizational needs.

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