Supply Chain Assistant

Job Description

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental 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. 

Under the overall supervision of Officer-In-Charge Banjul Country office and under the direct supervision of the Supply Chain Associate and in close coordination with relevant units at mission and Administrative Centres, the Supply Chain Assistant  will be responsible and accountable for managing the resources management functions in The Gambia in line with IOM policies, standards and commitments.

Responsibilities

1. 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 and obtain any necessary additional information.

2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit. 

3. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations. 

4. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes. 

5. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers. 

6. Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports. 

7. 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. 

8. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices. 

9. Provide technical information to all staff in the office on procurement related instructions and procedures.

10. Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation. 

11. Support the coordination of transportation needs and drivers’ movements; verify all logbooks are properly maintained and monitor fuel consumption and vehicle’ maintenance records.

12. Monitor activities of contractors working on the office premises.

13. Support the organization of meetings, workshops and trainings. 

14. Perform other duties as may be assigned. 

Qualifications

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

• High school diploma with four years of relevant professional experience, certification in Procurement, Logistics or Supply Chain Management is an advantage

Experience

• 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.

Skills

• 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.

Required Skills

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