Supply Chain Assistant

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 Chief of Mission (CoM) in Afghanistan and direct supervision of the Heads of Sub offices; and, in collaboration with relevant units in the mission, the Supply Chain Assistant will provide administrative and operational support to procurement, logistics, warehousing, fleet, and asset management activities in accordance with IOM policies, procedures, and standards. The incumbent will assist in processing procurement actions, maintaining supply chain records, monitoring deliveries, coordinating with suppliers and internal stakeholders, and ensuring timely and compliant implementation of supply chain processes to support programme delivery.

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.

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

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

• For all Applicants, fluency in English is required (oral and written).
• Working knowledge of Pashto or Dari is required.
• Fluency in all national language(s) are highly advantages.

Note: Qualified female candidates are highly encouraged to apply.

Required Competencies

Values

• Inclusion and respect for diversity: respect 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.

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.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

How to apply:

Interested candidates are required to apply through the below online Form. Also, please take note that IOM does not accept applications in hard copies.

Before filling up the online Form, the candidate must carefully read the advertisement. Please proceed to fill the online form only if you meet the minimum requirements stipulated in the advertisement.

Applicants are advised to fill in all mandatory fields otherwise they will not be able to submit the application and should fill their correct and active e-mail address in the online application as any correspondence will be made by IOM through e-mail only.

Applicants are advised to submit only one application for a particular post. The indicated requirements, qualifications and experience are the minimum and the mere possession of the same does not entitle candidates to be called for written assessment or oral interview.

Note: Due to the high volume of applications received, only shortlisted candidates will be contacted by HR department to submit resume and Motivation Letter. Please ensure that the e-mail address and phone number that you will indicate in form is accurate.

If you agree with above, please proceed to the online application form by click HERE.