Supply Chain Associate

Under the supervision of the Head of Office and Resources Management Officer, the Supply Chain Associate assists with implementation of supply chain activities to deliver quality goods and services to beneficiaries at optimal price and timely manner. Responsibilities include procurement requisition processing, tender preparation, vendor management, payment coordination, and asset management.

Responsibilities

• Receive and consolidate all procurement requisition forms; verify they have all required information and comply with Purchase Authorization Matrix and office instructions
• Assist supervisors in more complex, higher-value purchases
• Prepare tender documents, solicit bids and quotations; prepare bid analysis summary and share with requesting unit; participate in evaluation and provide technical inputs
• Confirm terms of agreement with selected suppliers, prepare relevant documentation 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
• Review vendor invoices, prepare payment requests and coordinate with Finance for timely payment
• Create and maintain physical and electronic records of all documentation through procurement cycle; prepare periodic reports highlighting issues
• Conduct market surveys to identify potential new suppliers/service providers; participate in evaluation regarding quality, prices and services
• Keep track of contractual agreements and inform concerned parties for timely renewal; monitor office supplies and services and prepare requisitions; coordinate payment of utilities invoices
• Provide briefing and technical guidance to all staff on procurement related instructions and procedures
• Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation
• Perform other duties as assigned

Requirements

• University 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 organisation 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 and Bulgarian (oral and written)

Skills

• Procurement
• Logistics Management
• Supply Chain Management
• Vendor Management
• Asset Management
• Procurement Requisition Management
• Tender Preparation
• Payment Coordination
• IOM Procurement Rules
• UN Procurement Policies
• Report Writing
• Negotiation
• Resource Planning
• Computer Literacy

Languages

English, Bulgarian