Supply Chain Assistant

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar International Organization for Migration Full time

Position Title
:
Supply Chain Assistant

Duty Station
:
Doha, Qatar

Classification
:
General Service Staff, G-5

Type of Appointment
:
One Year Fixed Term, with possibility of extension

Estimated Start Date
:
As soon as possible
Closing Date
:19 June 2024

  • Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and nongovernmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants._
Applications are welcome from first

  • Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People's Democratic Republic (the); Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Uzbekistan; Vanuatu_
-
Context:_

-
Core Functions / Responsibilities:_

  • 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.
  • Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
  • Monitor status of open purchase requisitions (PR) and purchase orders (PO) and follow up on the timely delivery of goods and services; upon delivery and ensure proper recording in the system and timely updating of the reports as and when needed.
  • Review vendor invoices, prepare payment requests and follow-up with Finance the timely payment to suppliers/service providers.
  • 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.
  • Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and follow-up with Finance Unit the payment of utilities invoices.
  • Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities.
  • Provide briefings and technical guidance to all staff in the office on procurement & Logistics related instructions and procedures, this may extend also to IOM Implementing partners.
  • Monitor office supplies including stock room management and keep a record of supplies distribution and timely stock replenishment.
  • Create and maintain physical and electronic records of all documentation through the supply chain cycle in accordance with IOM instructions and procedures; retrieve, present, and analyze information from the system and prepare periodic reports highlighting issues that require attention. Keep relevant tracking matrixes up to date.
  • Assist in the regular asset management, including physical Mission assets' inventory, timely assets disposal exercise, transfer of Assets, beneficiary assets management, monthly asset reports preparation, and support duly coordination with SCO.
  • Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and organize the required authorizations.
  • Perform other tasks assigned by the supervisor.
-
Required Qualifications and Experience_

Education

  • University degree in Business Administration, Logistics, supply chain Management, or a related field from accredited academic institution, with three years of relevant professional experience; or
  • High School Certificate in above fields with five years of relevant professional work experience.

Experience

  • Knowledge & Experience of procurement and logistics and working with vendors and service providers is an advantage.
  • Experience in staff management; previous experience with NGO or UN agency is an asset.
  • Experience working in procurement/ supply chain service preferred.

Languages
IOM's official languages are English, French, and Spanish.

REQUIRED
For this position, fluency in English is required

DESIRABLE
Working knowledge of Arabic is desirable, Dari, Pashto and/or Farsi is an added advantage.

Notes
-
Required Competencies _

Values
- respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

  • Demonstrate

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