Job Description

Introduction

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 non-governmental 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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration.

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Under the overall supervision of the Global Supply Chain Officer, and the direct supervision of the Global Prepositioning Officer based in Thessaloniki, and in close coordination with the Supply Chain Emergency Cell, the Supply Chain Associate (Global Stocks Procurement) will be responsible for providing support with procurement, contracting services, and relevant administrative functions, guided by Supply Chain Management (SCM) objectives, to support the efficient sourcing, purchasing, delivery, and recording of goods, services, and equipment in line with organizational policies and donor requirements. The role involves supporting the coordination with vendors and other stakeholders to maintain accurate procurement and contracting records.

Responsibilities

1. Assist in the implementation and monitoring of procurement activities to support International Organization of Migration (IOM)’s humanitarian operations at the Global Stocks Hub in Thessaloniki, including planning, budgeting, organizing and maintaining efficient procurement services, supply, contracting of goods/works/services, documentation, and equipment upgrades.

2. Contribute to the strategic planning for the supply chain related activities of the Global Stocks Hub in Thessaloniki in close collaboration with the internal and external stakeholders.

3. Liaise with the Global Prepositioning Officer to consolidate procurement requests and requirements and ensure timely processing and follow-up.

4. Assist in collecting quotations, preparing bid analyses, and processing Purchase Requisitions (PRs) and Purchase Orders (POs) in compliance with IOM’s procurement rules and procedures.

5. Identify potential vendors and participate in evaluating suppliers based on performance, reliability, quality, price, and delivery. Ensure value for money by considering quality, compatibility, warranty, after-sales service, payment terms, and company reputation during the bidding process.

6. Post all PRs and POs into the WAVE system, ensuring all procurement requests and commitments are properly recorded and traceable accurately and promptly.

7. Coordinate with vendors to secure delivery periods that align with operational activity schedules, ensuring timely delivery of goods and services.

8. Track and monitor purchase orders, keeping requisitioners informed of delivery status, potential delays, or any changes affecting agreed delivery conditions.

9. Ensure through established procedures that all received goods, works, or services comply with the terms, specifications, and quality standards outlined in the respective POs or contracts.

10. Maintain a roster of pre-qualified vendors and update vendor profiles based on performance, compliance, and capacity. Verify vendors legal registration and tax compliance before engagement.

11. Maintain an up-to-date and organized archiving system with proper labelling. Ensure all procurement related files, including POs, contracts, and correspondence, are securely and systematically stored for easy retrieval and audit purposes.

12. Conduct field visits, when required, to verify market prices, solicit bids, or perform supplier assessments in compliance with IOM procedures.

13. Assist in organizing workshops, trainings, and events by arranging hotel accommodations, catering, equipment rentals, and translation services.

14. Support the establishment and maintenance of Long-Term Agreements (LTAs) with hotels and service providers to facilitate recurring events and trainings needs.

15. Contribute to regular local market assessments, monitor price trends, and stay informed on product innovations and new suppliers.

16. Drive IOM vehicles for official purposes such as staff transportation, visits to suppliers, government offices, customs, the airport, or service centres, in coordination with the Global Supply Chain Officer and in line with IOM’s vehicle management policies when required.

17. Prepare regular progress reports, statistical information and briefing notes, as required.

18. Contribute to the establishment and management of robust appropriate internal control mechanisms for Supply Chain Management process to safeguard the Organization's assets and prevent fraud.

19. Flag potential procurement bottlenecks and suggest solutions to expedite processes.

20. Maintain an updated tracker of the ongoing, planned, and completed procurement activities.

21. Perform such other duties as may be assigned.

Qualifications

Education 

• University degree in Business Administration, Management, Logistics, Procurement or a related field from an accredited academic institution with three years of relevant professional experience; or,

• Completed High school / Secondary school education with five years of relevant experience.

Experience

• Experience in supply chain activities, i.e. procurement, logistics, administrative services or related area is required;
• Experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable; and,
• Demonstrated experience in supporting operational teams of co-working with vendors and suppliers in an administrative or operational capacity.
   

Skills

• Knowledge of IOM/UN internal procurement and financial rules, as well as IOM's system and processes as they apply to procurement and logistics; and,
• Excellent level of computer literacy and good knowledge of Oracle is required.
   

Languages:

IOM’s official languages are English, French and Spanish. 

For this position, fluency in English and Greek are required (oral and written). Working knowledge of another UN official language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.​

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies:

 IOM’s competency framework can be found at this link Competencies will be assessed during the selection process.

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.

Notes

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Greece can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info