Procurement Assistant
Organizational Context
The International Organization for Migration (IOM) is a leading inter-governmental organization. This role is within the IOM Malaysia mission, supporting its operational and administrative functions. The Procurement Assistant will contribute to the efficient procurement of goods and services necessary for the mission's activities.
Job Purpose
The Procurement Assistant is responsible for managing and executing procurement activities for supplies and services in accordance with IOM policies and procedures. This includes maintaining supplier relationships, ensuring quality and cost-effectiveness, processing purchase orders, and preparing necessary documentation for approvals. The role also involves managing office supplies, equipment inventory, and coordinating with the Manila Supply Chain Unit. The Procurement Assistant ensures that all procurement processes are transparent, efficient, and compliant, supporting the overall operational needs of the IOM Malaysia mission.
Responsibilities
Manage purchasing activities for supplies and services, ensuring compliance with IOM procurement policies. Maintain an updated roster of approved suppliers and screen delivered goods, specifications, and costs. Process purchase requests and prepare purchase orders for local suppliers, negotiating competitive quotations. Prepare Bid Analysis Summaries and secure necessary approvals. Control and maintain inventory of stationery and office supplies, ensuring adequate stock levels. Manage equipment inventory, including items on loan to staff, and track their return. Procure various items such as equipment, vehicles, and stationery, and arrange dispatch of supplies. Coordinate with the Manila Supply Chain Unit on procurement matters and provide input. Monitor and arrange necessary facilities and control mission assets. Perform other assigned duties as required.
Work Experience
Experience as an Administrative Assistant in a multi-functional department (Finance, HR, Procurement, ICT) is preferred. Experience working with international humanitarian organizations or government institutions in a multicultural setting is advantageous.
Skills
Proficiency in writing, communication, and computer skills. Creative, proactive, and organized. Team-oriented with high integrity and ability to work independently. Capable of working under pressure and completing tasks accurately and on time.