MSCU Assistant
Organizational Context
The Manila Supply Chain Unit (MSCU) Assistant provides operational and administrative support for supply chain matters to MSCU and missions globally. Working under the Senior Supply Chain and Procurement Officer, this role facilitates the smooth and efficient operation of the unit by handling routine administrative transactions and supporting team functions. The position involves interaction with internal and external colleagues for information exchange and standard office support.
Job Purpose
The MSCU Assistant's primary purpose is to provide essential operational and administrative support to the Manila Supply Chain Unit (MSCU) and IOM missions worldwide, ensuring the smooth and efficient functioning of supply chain operations. This role involves performing a variety of routine administrative tasks and support functions, contributing directly to the unit's objectives. The incumbent will engage with colleagues internally and externally to facilitate information exchange and deliver standard office support services. Furthermore, the position contributes to the overall provision of administrative, procurement, and supply chain support as an integral part of the MSCU team, ensuring timely and effective assistance for field operations and organizational needs.
Responsibilities
Key responsibilities include drafting and formatting correspondence, managing incoming inquiries, and maintaining organized office files and records. The role involves entering, retrieving, and updating data in various systems, and initiating/tracking administrative transactions in financial, travel, and HR systems. Support is provided for organizing meetings, workshops, and events, including logistical arrangements. The assistant will also help with travel arrangements, coordinate CIPS training activities, and provide administrative support for staff onboarding and offboarding. Additionally, the role entails managing office supplies, performing low-value procurements, obtaining quotations, preparing purchase orders, and monitoring delivery of requisitions, ensuring timely and efficient acquisition of goods and services for field operations.
Work Experience
Required experience includes administrative, procurement support, or general office support functions. Experience in organizing meetings, events, travel arrangements, and maintaining administrative records is advantageous. Supporting procurement processes, such as obtaining quotations and preparing purchase orders, is also beneficial. Familiarity with ERP systems (e.g., SAP, Oracle) and service management platforms is a plus.
Skills
Proficiency in Microsoft Office applications and standard office technologies. Excellent organizational skills for managing multiple tasks under deadlines with attention to detail. Strong interpersonal and communication skills for effective collaboration. Ability to coordinate administrative activities, maintain records, and monitor transactions. Capacity to work independently and within a multicultural team environment.