Supply Chain Assistant (National Position)
Organizational Context
The International Organization for Migration (IOM) Sub-Office in Koror, Palau, requires a Supply Chain Assistant. This role operates under the supervision of the Procurement and Logistics Officer in Pohnpei, Federated States of Micronesia, and the Associate Procurement Officer. The position is integral to managing resources and supporting the operational functions within the Palau sub-office.
Job Purpose
The Supply Chain Assistant is responsible for managing the resources management functions within the IOM Sub-Office in Koror, Palau. This role ensures the efficient and compliant execution of procurement and logistics processes, contributing to the overall operational effectiveness of the sub-office. The assistant will handle requisitions, tender processes, vendor management, and payment coordination, ensuring timely delivery of goods and services. Additionally, the role supports asset management, transportation coordination, and administrative tasks, all while adhering to IOM's established procedures and best practices. The purpose is to facilitate smooth operations by providing essential supply chain support.
Responsibilities
The Supply Chain Assistant will manage procurement requisitions, ensuring compliance with policies and obtaining necessary information. Responsibilities include preparing tender documents, soliciting bids, and conducting bid analysis. Upon approval, the assistant will confirm agreements with suppliers, prepare purchase orders, and coordinate authorizations. Monitoring open requisitions and ensuring timely delivery of goods and services are key duties, including obtaining delivery confirmations. The role involves reviewing vendor invoices, preparing payment requests, and coordinating timely payments. Maintaining accurate physical and electronic records of all procurement documentation is essential. Market surveys to identify and evaluate potential suppliers will be conducted. The assistant will also manage contractual agreements, monitor office supplies, and process utility payments. Furthermore, the role encompasses supply chain tasks related to property and asset management, warehousing, transportation coordination, and monitoring contractor activities. Support for meetings, workshops, and other assigned duties are also part of the responsibilities.
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, as well as experience in an international organization, are considered advantageous.
Skills
High level of computer literacy. Ability to work with national and international institutions. Skill in preparing clear and concise reports. Excellent communication and negotiation skills. Ability to establish realistic resource requirements. Fluency in English (oral and written) is required. Knowledge of Palauan is desirable.