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Supply Chain Assistant

2 months ago

Doha, Baladīyat ad Dawḩah, Qatar Talent Pal Full time
Job Title: Supply Chain Assistant

At Talent Pal, we are seeking a highly skilled and experienced Supply Chain Assistant to join our team. As a key member of our procurement and logistics team, you will be responsible for providing effective and efficient procurement and logistics support to all mission activities in line with IOM standard procedures, rules, and regulations.

Key Responsibilities:
  • Receive and consolidate all procurement requisition forms, verifying 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, and prepare bid analysis summaries to share with the requesting unit.
  • Monitor the status of open purchase requisitions and purchase orders, following up on the timely delivery of goods and services, and ensuring proper recording in the system and timely updating of reports as needed.
  • Review vendor invoices, prepare payment requests, and follow up with the Finance unit for timely payment to suppliers/service providers.
  • Conduct market surveys to identify potential new suppliers/service providers, participating 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, monitoring office supplies and services, and preparing requisitions when required and following up with the Finance unit for 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 and logistics-related instructions and procedures, which may extend 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, retrieving, presenting, and analyzing information from the system, and preparing periodic reports highlighting issues that require attention.
  • 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 the Supply Chain Officer.
  • 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.
Requirements:
  • University degree in Business Administration, Logistics, Supply Chain Management, or a related field from an accredited academic institution with three years of relevant professional experience, or
  • High School Certificate in the above fields with five years of relevant professional work experience.
  • Knowledge and 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.

Language: IOM's official languages are English, French, and Spanish. For this position, fluency in English is required. Working knowledge of Arabic is desirable, Dari, Pashto, and/or Farsi is an added advantage.

Notes: Accredited Universities are the ones listed in the UNESCO World Higher Education Database.

Required Competencies: Values, Core Competencies (Behavioural Indicators Level 1)