Supply Chain Assistant

Organizational Context

The International Organization for Migration (IOM) in Ukraine seeks a Supply Chain Assistant to manage and support the Mission’s Resources Management Unit. This role operates under the supervision of the Chief of Mission and Supply Chain Officer, collaborating with headquarters and administrative centers.

Job Purpose

The Supply Chain Assistant is responsible for managing and supporting the Mission’s Resources Management Unit within IOM Ukraine. This role ensures the efficient operation of procurement and logistics processes, contributing to the overall mission objectives. The assistant will handle procurement requisitions, tender processes, vendor management, and logistics tasks, including asset management and warehousing. By maintaining accurate records and ensuring compliance with IOM procedures, the role supports the timely delivery of goods and services, facilitates payments, and provides essential information to staff, thereby contributing to the effective functioning of the mission's operational and administrative activities.

Responsibilities

Procurement duties include receiving and consolidating requisitions, verifying compliance, preparing tender documents, soliciting bids, and conducting bid analysis. The assistant will confirm agreements with selected suppliers, prepare purchase orders, and monitor delivery status. Responsibilities also involve reviewing vendor invoices, preparing payment requests, and coordinating timely payments. Maintaining procurement records, conducting market surveys to identify new suppliers, and managing contractual agreements for timely renewal are key tasks. The role includes monitoring office supplies and utilities payments. Logistics responsibilities cover property and asset management, warehousing, insurance, maintenance, and transportation. This includes supporting inbound/outbound warehouse operations, stock counts, and monitoring contractor activities. General duties involve supporting meeting organization and performing other assigned tasks.

Work Experience

Experience in procurement and logistics, including working with vendors and service providers, is required. Experience with asset management processes is necessary. Prior experience with IOM/UN procurement 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. Capability to prepare clear and concise reports. Excellent communication and negotiation skills. Fluency in English and Ukrainian is required.

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