Supply Chain Assistant (National Position)

Under the overall supervision of the Procurement and Logistics Officer in Pohnpei, Federated States of Micronesia and direct supervision of the Associate Procurement Officer and in collaboration with relevant units at Headquarters and the Administrative Centres, the supply chain assistant will be responsible and accountable for managing the resources management functions in Sub-Office in Koror, Palau.

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.

2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit. 

3. 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. 

4. 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. 

5. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers. 

6. 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. 

7. 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. 

8. 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. 

9. Provide technical information to all staff in the office on procurement related instructions and procedures.

10. Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. 

11. Support the coordination of transportation needs and drivers’ movements; verify all logbooks are properly maintained and monitor fuel consumption and vehicle’ maintenance records.

12. Monitor activities of contractors working on the office premises.

13. Support the organization of meetings, workshops and trainings. 

Perform other duties as may be assigned. 

EDUCATION

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management 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;

• Ability to work with national and international institutions; 

• Ability to prepare clear and concise report; 

• Excellent communication and negotiation skills;

• Ability to establish realistic resource requirements to meet IOM needs.

Languages[1]
IOM’s official languages are English, French, and Spanish. 

REQUIRED

For this position, fluency in English is required (oral and written).

DESIRABLE

Palauan

Competencies[2]

The incumbent is expected to demonstrate the following values and competencies:

VALUES - All IOM staff members must abide by and demonstrate these five values:

 

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

 

CORE COMPETENCIES - Behavioural indicators –  Level 1

 

Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.

Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.