Supply Chain Assistant

Ukraine·Kyivmid

OtherSupply Chain

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Quick Summary

Overview

Under the overall supervision of Chief of Mission in Ukraine and the the Supply Chain Officer and the direct supervision of the National Supply Chain Officer, and,

Technical Tools

OtherSupply Chain

Under the overall supervision of Chief of Mission in Ukraine and the the Supply Chain Officer and the direct supervision of the National Supply Chain Officer, and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Supply Chain Assistant will be responsible and accountable for managing and supporting the Mission’s Resources Management Unit.

Procurement

1. Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
1. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit.
1. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
1. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
1. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
1. Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports.
1. Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
1. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.
1. Provide technical information to all staff in the office on procurement related instructions and procedures.
Logistics 
10. Perform logistics tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.  
1. 11. Support inbound and outbound warehouse operations, including the receipt, storage, and dispatch of goods; participate in regular physical stock counts and report on discrepancies. 
1. 12. Monitor activities of contractors working on the office premises.  
2. General
3. 13.Support the organization of meetings, workshops and trainings.
4. 14. Perform such other duties as may be assigned.

EDUCATION

University degree in Business Administration, Accounting, Logistics, Supply Chain Management, Law, Economics or a related field from an accredited academic institution with two years of relevant professional experience; or

High school diploma with four years of relevant professional experience

Certification in Procurement, Logistics or Supply Chain Management is an advantage
EXPERIENCE
- Experience in procurement and logistics and working with vendors and service providers;
- Experience with asset management process;
- Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage
- Experience working in an international organisation an advantage.
SKILLS
- High level of computer literacy
- Knowledge of Oracle ERP (Wave) highly desirable
- Ability to work with national and international staff and institutions;
- Ability to prepare clear and concise report;
- Excellent communication and negotiation skills

For this position, fluency in English and Ukrainian is required.

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Responsibilities

~2 min read

Only shortlisted candidates will be contacted.

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies