Supply Chain Associate

The Supply Chain Associate supports supply chain activities and functions for countries in the South Pacific under the supervision of the Head of Resources Management and Senior Supply Chain Associate. Responsibilities include procurement, vendor management, asset management, fleet coordination, and providing technical guidance on procurement procedures.

Responsibilities

• Receive and consolidate all procurement requisition forms by verifying the completeness of the required information in accordance with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information
• Assist supervisors in more complex, higher-value purchases
• Prepare tender documents, solicit bids and quotations as applicable, prepare bid analysis summary and share it with the requesting unit
• Support in the evaluation process and provide technical inputs
• Confirm terms of agreement with selected suppliers, prepare relevant documentation (purchase order, contract, etc.) and coordinate required authorizations
• Monitor status of open requisitions and follow up on timely delivery of goods and services
• Coordinate with receiving unit to obtain satisfactory delivery notes upon delivery
• Review vendor invoices, prepare payment requests and coordinate timely payment to suppliers/service providers with Finance
• Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures
• Retrieve, present and analyze information from the system and draft periodic reports highlighting issues that require attention
• Conduct market surveys to identify potential new suppliers/service providers and participate in their evaluation regarding quality, prices and services
• Keep track of contractual agreements and inform concerned parties for timely renewal
• Monitor office supplies and service and prepare requisitions when required and coordinate payment of utilities invoices with Finance Unit
• Provide briefing and technical guidance to all staff in the office on procurement related instructions and procedures
• Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation
• Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance
• Provide training and guidance to junior SCM staff of CO, while monitoring, evaluating and supporting their professional and career development
• Perform other relevant duties as assigned

Requirements

• Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or High School diploma with five years of relevant professional experience
• Certification in Procurement, Logistics or Supply Chain Management is an advantage
• 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 organization an advantage
• 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
• Fluency in English (oral and written)

Skills

• Procurement
• Logistics Management
• Supply Chain Management
• Vendor Management
• Asset Management
• Fleet Coordination
• Procurement Procedures
• Report Writing
• Negotiation
• Computer Literacy
• IOM Procurement Rules
• International Procurement
• Resource Planning

Languages

English