Overview
The Supply Chain Assistant will be responsible for managing procurement requisitions, preparing tender documents, monitoring deliveries, and maintaining procurement records. The role supports the overall supply chain functions of the organization.
Key Responsibilities
- Receive and consolidate procurement requisition forms, verifying information and compliance.
- Prepare tender documents, solicit bids, and prepare bid analysis summaries.
- Confirm terms of agreement with suppliers and prepare purchase orders or contracts.
- Monitor open requisitions and follow up on timely delivery of goods and services.
- Coordinate with receiving units for delivery confirmation.
- Review vendor invoices, prepare payment requests, and coordinate payments.
- Maintain physical and electronic records of procurement documentation.
- Conduct market surveys to identify and evaluate potential suppliers.
- Track contractual agreements and inform concerned parties for renewal.
- Monitor office supplies and service requisitions and coordinate utility payments.
- Provide technical information on procurement instructions and procedures.
- Perform supply chain tasks related to property and asset management, warehousing, insurance, maintenance, and transportation.
- Support coordination of transportation needs and drivers’ movements.
- Verify logbooks and monitor fuel consumption and vehicle maintenance records.
- Monitor contractor activities on office premises.
- Support the organization of meetings, workshops, and trainings.
- Perform other assigned duties.
Required Experience
- University degree with two years of relevant professional experience; or High school diploma with four years of relevant professional 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 is an advantage.
Qualifications
- University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution.
- High school diploma.
- Certification in Procurement, Logistics or Supply Chain Management is an advantage.
