Supply Chain Associate

Context:

Established in 1951, the International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration and uphold the human dignity and well-being of migrants affected by the ongoing emergency.

IOM’s operations cover diverse thematic areas such as: Humanitarian Relief Assistance, Protection (including Gender based Violence and Child Protection), Shelter and Non-food items, Health and Psychosocial Support, Resettlement, and Movement Management.

Under the overall supervision of the Head of Office, the direct supervision of the Senior Supply Chain Associate and in close coordination with relevant units at Headquarters and the Administrative Centres, the incumbent will be responsible and accountable for the following:

Core Functions / Responsibilities:

• Provides procurement, logistical and administrative support to the country office Germany and, as needed, to other IOM entities supported administratively by the country office;
• Provides input to the preparation of procurement plans;
• Monitor proper control of assets in the office by preparing inventory reports and performing inventory and physical verification check-ups;
• In line with the IOM procurement regulations, rules and polices, supports the organization of procurement processes including preparation of requests for procurement, receipt of quotations, bids or proposals and their preliminary evaluation, obtains additional information/documentation as required and determines the availability of vendors;
  
• In line with the IOM procurement and contracting regulations, rules and polices, prepares the purchase orders and service agreements/contracts in and outside of the material management system, prepares recurring purchase orders for contracting of services, vendor creation and the maintenance of the filing (both digital and hardcopy) system in the procurement unit;
• Assists project management and other relevant units in purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action;
• Supports the processing of travel authorizations in line with travel entitlements for staff, consultants, and meeting participants, ensuring that travel arrangements follow the IOM instructions of most direct and economical route;
• Contacts designated service providers in case of re-bookings and cancellations;
• In consultation with the direct superior, supports project management in the coordination of event logistical planning and arrangements, including event venue/accommodation, services (audio, translation etc.);
• Supports any event related procurement process (hotels, service providers);
• Schedules and plans meetings and appointments;
• Monitors level of office supplies and handles shortages;
• Resolves office-related malfunctions and responds to requests or issues;
Perform other duties as required.

Required Qualifications and Experience

Education

Experience

• Procurement and/or administrative experience in a similar role;
• Experience with and knowledge of administrative procedures of a national and/or international non-governmental organization is an advantage;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Strong interpersonal and teamwork skills;
• Strong negotiation skills;
• Proven ability to establish and maintain effective working relationships with persons of diverse cultural and national backgrounds;
• Discreet, details and clients-oriented, patient and willingness to learn new things;
• Attention to detail, ability to organize paperwork in a methodical way;
• High level of computer literacy in standard MS products with specific proficiency in MS Excel is required.

Languages

Required Competencies

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

How to apply: