Supply Chain Assistant

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn 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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

The International Organization for Migration (IOM) is the UN Migration Agency. With 175 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to: 1. Assist in meeting the operational challenges of migration and human mobility; 2. Advance understanding of migration issues; 3. Encourage social and economic development through migration; and 4. Uphold the human dignity and well-being of migrants and mobile populations. 

IOM has been working on migration, environment, climate change and disaster risk reduction (MECR) for over 30 years. IOM’s Migration, Environment, Climate Change and Risk Reduction activities bolster local and national initiatives to prevent and prepare for disasters and relatedpopulation movements, provide emergency assistance and protection where displacement cannot be avoided, and foster post-disaster recovery solutions and resilience-building.

In line with the IOM Institutional Strategy on Migration, Environment and Climate Change 2021-2030, the Organization pursues three broad objectives in managing environmental migration, intervening at each stage of the migration cycle: 1. “Solutions for people to move” - Managing migration in the context of climate change, environmental degradation, and disasters due to natural hazards. 2. “Solutions for people on the move” - Assisting and protecting migrants and displaced persons in the context of climate change, environmental degradation, and disasters due to natural

hazards. 3. “Solutions for people to stay” - Making migration a choice by building resilience and addressing the adverse climatic and environmental drivers that compel people to move.

The Regional Responses to Climate Displacements in Sub-Saharan Africa (RE2CLID) project aims to enhance the resilience and self-reliance of Displacement-Affected Communities (DACs) in Sub-Saharan Africa who face the risks of disasters, the adverse effects of climate change and environmental degradation. This initiative targets the highly vulnerable region of the Lake Tanganyika Basin, spanning Burundi, the Democratic Republic of Congo (DRC), and Tanzania (i.e. Cluster 1).

The project employs an area-based approach focusing on averting displacement, minimizing displacement impacts, and resolving existing displacement situations. It emphasizes gender-responsive disaster forecasts and management systems, sustainable natural resources governance, and enhancing the resilience and self-reliance of DACs to reach durable solutions. Key activities include strengthening early warning systems, promoting sustainable land use and natural resource management, and integrating DACs into national and local disaster response frameworks.

By addressing the root causes of climate-induced displacement and fostering inclusive, climate-resilient solutions, RE2CLID aims to reduce vulnerability and enhance long-term sustainability in affected communities. This initiative is aligned with regional and international frameworks, including the Paris Agreement, the Sendai Framework for Disaster Risk Reduction, and the Global Compact for Migration and Refugees.

Under the overall supervision of the Chief of Mission and the direct supervision of the Supply Chain Officer, the successful candidate will contribute to the implementation of the RE2CLID project in Burundi (Specific Objectives 1 and 3) by supporting procurement, logistics, warehousing, asset and fleet management, and other supply chain functions. The incumbent will ensure the timely delivery of goods and services required for project implementation while maintaining compliance with IOM policies and procedures and coordinating closely with programme and support units.

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

Required Qualifications and Experience

Education

• 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
   

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

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 organisation 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.
   

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in French is required (oral and written).

Knowledge in English, Swahili 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.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Notes

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

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 will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

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.

No late applications will be accepted. 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

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