Supply Chain Assistant G4

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM's mission is to promote humane and orderly migration for the benefit of all, saving lives and protecting people on the move. The organization drives solutions to displacement and facilitates pathways for regular migration while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. The organization operates in numerous countries worldwide, focusing on the needs of migrants and the challenges they face.

Job Overview:
The Supply Chain Assistant will play a crucial role in managing the resources management functions within the IOM Mission in Costa Rica. Reporting to the Chief of Mission and the Supply Chain Coordinator, the assistant will be responsible for overseeing procurement requisitions, ensuring compliance with the Purchase Authorization Matrix, and preparing tender documents. The role involves soliciting bids, preparing bid analysis summaries, and coordinating with suppliers to confirm agreements. The assistant will also monitor the status of requisitions, manage vendor invoices, and maintain records throughout the procurement cycle. Additionally, the position requires conducting market surveys to identify potential suppliers, providing technical information to staff, and supporting property and asset management tasks. The Supply Chain Assistant will also assist in organizing meetings and workshops, making this role integral to the smooth operation of the IOM's mission in Costa Rica.

Duties and Responsibilities:

• Manage procurement requisition forms, ensuring they are complete and compliant with IOM guidelines.
• Prepare tender documents and solicit bids from suppliers.
• Analyze bids and prepare summaries for the requesting unit.
• Confirm terms of agreements with selected suppliers and prepare necessary documentation.
• Monitor open requisitions and ensure timely delivery of goods and services.
• Coordinate with receiving units to obtain delivery notes.
• Review vendor invoices and prepare payment requests in collaboration with the Finance unit.
• Maintain both physical and electronic records of procurement documentation.
• Conduct market surveys to identify new suppliers and evaluate their services. 1
• Monitor office supplies and prepare requisitions as needed. 1
• Provide technical guidance on procurement procedures to staff. 1
• Perform supply chain tasks related to asset management, warehousing, and transportation. 1
• Support the coordination of transportation needs and monitor vehicle maintenance records. 1
• Assist in organizing meetings, workshops, and training sessions. 1
• Undertake any other duties as assigned by supervisors.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution, along with two years of relevant professional experience. Alternatively, a high school diploma with four years of relevant experience is acceptable. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage. Candidates should have experience in procurement and logistics, working with vendors, and familiarity with asset management processes. Experience with IOM/UN procurement and logistics rules is also advantageous, as is experience in an international organization.

Educational Background:
The educational requirements for this position include a university degree in a relevant field such as Business Administration, Accounting, Logistics, or Supply Chain Management. Candidates with a high school diploma may be considered if they have substantial relevant professional experience. Additional certifications in procurement or logistics are beneficial and may enhance a candidate's application.

Experience:
The ideal candidate should have a minimum of two years of relevant professional experience in procurement and logistics. Experience working with vendors and service providers is essential, as is familiarity with asset management processes. Candidates with prior experience in IOM or UN procurement and logistics rules will have a competitive advantage. Experience in an international organization is also beneficial, as it demonstrates the ability to navigate complex organizational structures and processes.

Languages:
Fluency in Spanish is required for this position, both oral and written. All IOM staff members must be proficient in one of the organization's official languages, which include English, French, and Spanish. Proficiency in additional languages may be considered an asset, but Spanish fluency is mandatory for this role. Language skills will be evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
This position is initially for a duration of six months, with the possibility of extension, contingent upon funding confirmation. The gross salary for this role is CRC 889,153 per month. The position is subject to local hiring conditions, and only candidates with valid residency and work permits for Costa Rica will be considered. The appointment is also subject to medical clearance and verification of residency and visa requirements. IOM adheres to a zero-tolerance policy regarding conduct incompatible with the aims and objectives of the United Nations, including sexual exploitation and abuse, harassment, and discrimination. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online selection system.