Overview
The incumbent will assist in supporting procurement processes for the acquisition of goods and services to enable the development of activities for IOM's Mission in Damascus, Syria.
Tasks Summary
- Liaise with the National Supply Chain Officer regarding procurement requests and requirements.
- Assist in the implementation and monitoring of procurement and logistical needs.
- Verify Purchase Requisition Forms for completeness.
- Post Purchase Requisitions and Purchase Orders into IOM Syria Portal and ORACLE.
- Follow up on purchase orders status and inform customers of estimated delivery times.
- Ensure received goods/works/services comply with PO/Contract terms.
- Monitor vendors for compliance with Purchase Orders.
- Conduct due-diligence of potential vendors.
- Collect quotations/proposals/bids through tenders and inviting companies.
- Ensure Purchase Orders are captured and committed in ORACLE.
- Ensure "Goods Receipt Notes" are acknowledged by the Requisitioner.
- Follow up on invoices for received goods/services.
- Submit Payment Requests to the Finance Unit.
- Follow up with the Finance Unit to ensure timely supplier payments.
- Conduct regular vendors’ checks and market surveys.
- Register newly procured assets in ORACLE and assign Asset Master Numbers.
- Assist with the annual physical stock count of IOM assets.
- Keep assets inventory records updated.
- Carry out printing product requests of all projects and operations.
- Arrange for events such as meetings, workshops, and trainings.
- Conduct outdoor activities for checking prices, collecting bids, shopping with cash, and handing over commodities.
- Arrange for printing and translation services related to events.
- Assist in coordinating onsite maintenance.
- Coordinate and monitor the work of external contractors for office maintenance.
- Conduct regular inspection of office premises and ensure equipment functionality.
- Update the archiving system with proper labels.
- Ensure all procurement files are accurately documented and arranged for filing.
- Drive IOM vehicle for official business when required.
- Manage office pool vehicles when required.
- Perform other duties as may be assigned.
Experience Requirements
- Three years of relevant experience with a Bachelor’s degree in Business Administration, Procurement, logistics and/or any related field.
- Five years of relevant experience with a School diploma.
- Effectively applies specialized knowledge of logistics and procurement to timely source goods and services.
- Effectively works with vendors and service providers in compliance with IOM procedures.
- Knowledge of SAP, ORACLE, MS Project and common software applications such as Word, Excel, PowerPoint and Access.
- Demonstrated ability to maintain integrity in performing responsibilities assigned.
- Previous experience with the UN and other International Agencies.
Qualification Requirements
- Bachelor’s degree in Business Administration, Procurement, logistics and/or any related field.
- School diploma.
