VN 087/2026 MSCU Assistant

Job Description

Under the direct supervision of the Senior Supply Chain and Procurement Officer, Manila Supply Chain Unit (MSCU) Head, the MSCU Assistant will be responsible for providing operational and administrative support on supply chain matters to MSCU and missions worldwide, and will perform a variety of routine administrative transactions and MSCU support functions contributing to the smooth and efficient running of the work unit. The successful candidate interacts with a variety of colleagues within/outside the MSCU which relate to the exchange of routine information and the provision of standard office support services. The successful candidate will also contribute to the provision of administrative, procurement and supply chain support services as part of the MSCU team.

Responsibilities

1. Type, format, and draft routine correspondence; collate tables, reports, presentations, publications, and other documentation.

2. Receive and respond to routine internal and external enquiries and/or refer to appropriate contacts/units.

3. Enter, retrieve, structure and update selected information and data from various sources (e.g. Intra-/Internet, office files, etc.); present results in standard format.

4. Set up and maintain office files and reference systems according to standard procedures.

5. Initiate, view and track a variety of administrative transactions in the computerized financial/travel/human resources systems.

6. Support the Supply Chain Division (SCD) and MSCU Head in organization and administration of meetings, workshops and events (e.g. arranging for meeting rooms and other facilities).

7. Assist with arranging for travel: including transport, logistics, accommodation and required documentation.

8. Provide administrative and logistical support for the coordination of Chartered Institute of Procurement and Supply (CIPS) training activities in liaison with the service provider.

9. Provide routine administrative and logistical support for the onboarding and offboarding of staff members, interns and consultants in accordance with established procedures.

10. Ensure availability of office supplies and appropriate maintenance of office equipment.

11.  Provide low value procurement, logistical and administrative support in a timely and efficient manner in the acquisition of a wide variety of goods and services for efficient field operations.

12. Obtain quotations and ensure submission within required timeframe.

13. Coordinate with end users in the review and evaluation of quotations against the specifications and in consideration of best value for money.

14. Prepare and issue Purchase Orders and payment requests.

15. Coordinate and monitor the delivery of procurement requisitions, and perform follow up actions, where necessary.

16. Perform such other relevant duties as may be assigned.

Qualifications

EDUCATION

• Bachelor’s degree in Business Administration, Logistics, Management or a related field from an accredited academic institution with two (2) years of relevant professional experience; or
• High School diploma with four (4) years of relevant professional experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

EXPERIENCE

• Experience in administrative, procurement support, or office support functions.

• Experience in organizing meetings, events, travel arrangements, and maintaining administrative records is an advantage.

• Experience supporting procurement processes, including obtaining quotations, preparing purchase orders, and coordinating deliveries, is an advantage; and

• Experience using enterprise resource planning (ERP) systems, such as SAP or Oracle, and service management platforms, such as Freshservice, is an advantage. 

SKILLS

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under tight deadlines while maintaining accuracy and attention to detail.

• Good interpersonal and communication skills and the ability to establish effective working relationships with colleagues and external counterparts.

• Ability to coordinate administrative activities, including meetings, training logistics, and onboarding/offboarding processes.

• Ability to maintain organized records and monitor administrative and procurement-related transactions.

• Ability to work effectively both independently and as part of a multicultural team; and

• Proficiency in Microsoft Office applications and other standard office technologies. 

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

Please refer to this link for guidance on IOM Job Category.

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
4. 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.
5. 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.
6. 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.
7. No late applications will be accepted. Only shortlisted candidates will be contacted.

As these positions support time-sensitive operational requirements, candidates who can assume duties immediately or within a short notice period are strongly encouraged to apply.

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

Required Skills

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