VN QA 2024 37 Supply Chain Assistant

Open to Internal and External Candidates

Position Title

:

Supply Chain Assistant

Duty Station

:

Doha, Qatar

Classification

:

General Service Staff, G-5

Type of Appointment

:

One Year Fixed Term, with possibility of extension

Estimated Start Date

:

As soon as possible

Closing Date

:

19 June 2024

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.

Context:

Under the overall supervision of the Head of Supply Chain Unit and the direct supervision of Supply Chain Officer, the successful candidate will be responsible for the provision of an effective and efficient procurement & logistic support to all mission activities in line with IOM standard procedures, rules, and regulation in IOM Doha, Qatar.

Core Functions / 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.
2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
3. Monitor status of open purchase requisitions (PR) and purchase orders (PO) and follow up on the timely delivery of goods and services; upon delivery and ensure proper recording in the system and timely updating of the reports as and when needed.
4. Review vendor invoices, prepare payment requests and follow-up with Finance the timely payment to suppliers/service providers.
5. 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.
6. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and follow-up with Finance Unit the payment of utilities invoices.
7. Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities.
8. Provide briefings and technical guidance to all staff in the office on procurement & Logistics related instructions and procedures, this may extend also to IOM Implementing partners.
9. Monitor office supplies including stock room management and keep a record of supplies distribution and timely stock replenishment.
10. Create and maintain physical and electronic records of all documentation through the supply chain cycle in accordance with IOM instructions and procedures; retrieve, present, and analyze information from the system and prepare periodic reports highlighting issues that require attention. Keep relevant tracking matrixes up to date.
11. Assist in the regular asset management, including physical Mission assets’ inventory, timely assets disposal exercise, transfer of Assets, beneficiary assets management, monthly asset reports preparation, and support duly coordination with SCO.
12. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and organize the required authorizations.
13. Perform other tasks assigned by the supervisor.

Required Qualifications and Experience

Education

• University degree in Business Administration, Logistics, supply chain Management, or a related field from accredited academic institution, with three years of relevant professional experience; or
• High School Certificate in above fields with five years of relevant professional work experience.

Experience

• Knowledge & Experience of procurement and logistics and working with vendors and service providers is an advantage.
• Experience in staff management; previous experience with NGO or UN agency is an asset.
• Experience working in procurement/ supply chain service preferred.

Languages

REQUIRED

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

DESIRABLE

Working knowledge of Arabic, Dari, Pashto and/or Farsi is an added advantage.

Notes

*Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

Values

• 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.

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

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

Other

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, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
4. 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.
5. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

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

How to apply:

In order for an application to be considered valid, IOM will only accept applications received through IOM’s Recruitment Platform: IOM Careers (oraclecloud.com)

Interested candidates are invited to submit their applications via Oracle not later than 19 June 2024.