Overview
The role is responsible for managing inventory within the supply chain function, including receiving and consolidating procurement forms, preparing tender documents, and maintaining records.
Key Responsibilities
- 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.
- Assist supervisors in more complex, higher-value purchases.
- Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs.
- 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.
- 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.
- Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
- Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention.
- 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.
- 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.
- Provide briefing and technical guidance to all staff in the office on procurement related instructions and procedures.
- Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
- Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance.
- Provide training and guidance to the junior SCM staff of CO, while supervising, monitoring, evaluating and supporting their professional and career development.
- Perform other duties as may be assigned.
Required Experience
University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or High school diploma with five 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 an advantage.
Qualifications
University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution; or High school diploma. Certification in Procurement, Logistics or Supply Chain Management is an advantage.
