Associate Supply Chain Officer

International Organization for Migration

Under the overall supervision of the Chief of Mission (CoM) and direct supervision of the Supply Chain Officer, and in close collaboration with the Regional Office in Cairo, Egypt and in coordination with the Supply Chain Division at Headquarters (HQ), the Associate Supply Chain Officer will be responsible and accountable for completing straightforward and defined supply chain activities and transactions in accordance with instructions, regulations and rules which govern IOM management of resources related to procurement, and guided by Supply Chain Management (SCM) objectives to deliver quality goods/services to the beneficiaries at optimal price and in a timely manner.

Education

• Master s degree in Business Administration, Supply Chain Management, Logistics, Procurement, or a related field from an accredited academic institution or,
• University degree in the above fields with two years of relevant professional experience.

Experience

• Experience in procurement and contract management, asset management and/or vendor management, or administrative and internal control procedures;
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• Experience working with vendors and suppliers.

Skills

• Knowledge of IOM/UN internal procurement and financial rules, as well as IOM's system and processes as they apply to procurement and logistics; and,
• Excellent level of computer literacy and good knowledge of SAP is an advantage.

Languages

IOM s official languages are English, French and Spanish. All staff members are required to be fluent in one of the the three languages.

For this position, fluency in Arabic, French, and English is required (oral and written). Working knowledge of another official UN language (Chinese, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

1. Study sources of supply, request quotations from selected sources, examine submitted cost estimates to ensure reasonableness of prices and adequacy of presentations. Make recommendations on the method to be used in the selection of the contractor and firms to be invited to submit bids and proposals.
2. Draft or compile specific sections or components of progress reports, statistical information, or briefing notes under close supervision, as required.
3. Review and monitor Purchase Orders and contracts, check the adequacy of information including specifications, quantities, methods of delivery and delivery time, maintain regular communication with requisitioning staff to clarify any necessary information, and promptly bring issues regarding completion of related activities to the supervisor.
4. Execute routine procurement transactions and keep the supervisor informed of any issues requiring attention.
5. Determine availability of funds, perform financial calculations or currency conversions and take necessary action to resolve funding problems. Ensure receipts are received when payment is conducted in cash. Ensure follow up action on contract award and PO status.
6. Record and track the procurement and logistical needs of the CO. Perform initial cost/price analysis as well as pre-award surveys. Prepare background information on procurement consolidation to ensure adequacy and completeness prior to initiation of contractual conditions.
7. Track and update supply chain management activities in the relevant database or information management system, including the pool of qualified vendors, and extract statistical information and other data, as required.
8. Provide specific technical information and guidance on the preparation and issuance of Call for Proposals and bidding documents for the tendering processes of the programmes/projects. Check that the bidding processes are conducted fairly, transparently and in accordance with the existing procurement rules and regulations, and bring issues to the immediate attention of the supervisor.
9. In close coordination with the supervisor and/or CoM, provide specific inputs and information to assist with the timely submission of essential asset, procurement, and other reports within the CO, Regional Office, and relevant HQ departments, as appropriate.
10. Track the maintenance and repair of office facilities and equipment.
11. Apply established internal control mechanisms for Supply Chain Management processes as well as country specific administrative procedures and the Organization s rules and regulations.
12. Perform such other duties as may be assigned.