Overview
The Supply Chain Assistant will support the Head of Resources Management Unit and the Supply Chain Officer in conducting procurement and logistics tasks, including sourcing, monitoring, and coordinating procurement processes.
Key Responsibilities
- Assist to identify local and international service providers; conduct procurement and logistics tasks within the mission, supply, service/maintenance, contractual agreements.
- Solicit bids, quotations, tender documents; organize bidding process and provide support for procurement transactions.
- Prepare bid analysis summary for conformity to specified requirements, conduct appraisals and select suppliers, and confirm terms of payment.
- Prepare purchase orders (PO) and ensure receiving authorization by Chief of Mission and other Mission’s Authorities.
- Assist to coordinate with the IOM Manila Supply Chain Unit (MSCU), especially for procurement above the mission threshold, as well as with in-location intergovernmental and non-governmental agencies.
- Follow local administrative and finance procedures in accordance with the IOM regulations, specific to voucher systems.
- Support the management with the procurement of goods, services, and work per the request specifications.
- Monitor the implementation of appropriate procurement processes, procedures, and solutions.
- Support the analysis and evaluation of information regarding the vendor's performance as regards quality, prices, delivery, and equipment in conformity with the organization’s requirements.
- Coordinate with other IOM departments for timely procurement and to verify all expected merchandise is available in accordance with PO specifications and in good condition.
- Follow-up on purchase order (PO) status and keep project managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
- Verify that all expected merchandise is received in accordance with PO specifications; and ensure all goods are in good condition.
- Liaise with the IOM Manila Supply Chain Unit (MSCU), especially for procurement above the mission threshold, as well as with in-location intergovernmental and non-governmental agencies.
- Draft contracts and amendments for review by the supervisor.
- Support the drafting of Long-Term Agreements (LTAs) to achieve best value for money and procurement lead time efficiency.
- Provide technical support in preparing and issuing calls for proposals and bidding documents for the tendering processes of the projects.
- Ensure the bidding process is done fairly, transparently, and in accordance with the set rules and regulations under the procurement manual.
- Support the review of procurement requests, identifies service providers, and evaluates information regarding vendors’ performance in the areas of quality, price, and delivery of goods in view of the organization's best interests.
- Liaise with the UN and other humanitarian agencies on collaborative tenders.
- Conducts tracking and reporting of workflow status.
Required Experience
- High School diploma with four years of relevant professional experience, or
- Bachelor’s degree from an accredited academic institution in Business Administration, Management, Logistics, procurement with professional experiences of two years.
- Experiences in managing diverse procurement and logistics operations.
Qualifications
- High School diploma
- Bachelor’s degree from an accredited academic institution in Business Administration, Management, Logistics, procurement
