Supply Chain Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and operates in over 100 countries worldwide. The organization is dedicated to promoting humane and orderly migration for the benefit of all, with a mission to ensure the well-being and dignity of migrants. IOM focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy, aiming to address the challenges and opportunities presented by migration.

Job Overview:
The Supply Chain Assistant plays a crucial role in the procurement process for the IOM Country Office in Juba, South Sudan. This position is vital for ensuring that the organization can effectively acquire the supplies, services, and works necessary for its operations. The Supply Chain Assistant will work under the overall supervision of the Head of Supply Chain Unit and directly report to the Supply Chain Officer. The role requires close collaboration with various units within the organization, particularly with program managers, to ensure that procurement requests are accurately processed and that all purchases align with project requirements. The successful candidate will be responsible for maintaining an efficient procurement system, ensuring timely delivery of goods, and managing records of transactions to support the organization's operational needs.

Duties and Responsibilities:

• Receive and review procurement requests, clarifying specifications and confirming project codes with requestors, especially program managers.
• Coordinate closely with program managers to ensure all project-related purchases are reviewed and approved.
• Present quotations for supervisor approval.
• Create Purchase Orders and solicitations in the WAVE system.
• Ensure timely delivery of procured supplies and materials.
• Maintain comprehensive records of all transactions, including quotations, expenditure records, receipts, and local order forms.
• Work with program managers to clear outstanding commitments promptly.
• Maintain a contract tracking database.
• Process payments through the WAVE (Oracle) system. 1
• Undertake additional duties as assigned that are commensurate with the position.

Required Qualifications:
Candidates must possess a completed high school certificate from an accredited academic institution, with a minimum of two years of professional experience in supply chain management, logistics, administration, or a related field. Alternatively, a university degree in the aforementioned fields with at least one year of professional experience is acceptable. Candidates should demonstrate proficiency in computer applications, particularly MS Office (Word, Excel, Outlook) and have experience in creating solicitations and purchase orders in WAVE. Additionally, candidates should be able to follow up on the timely delivery of procured supplies and liaise with the finance section regarding payments for procured goods.

Educational Background:
The educational background required for this position includes a completed high school certificate or a university degree in supply chain management, logistics, administration, or a related field. The emphasis is on candidates who have a strong foundation in supply chain principles and practices, as well as relevant coursework that supports their understanding of procurement processes.

Experience:
The position requires a minimum of two years of relevant experience in supply chain management or logistics. Candidates should have a proven track record of managing procurement processes, maintaining records, and ensuring timely delivery of goods. Experience with the WAVE system or similar procurement software is highly desirable, as is familiarity with financial processes related to procurement.

Languages:
The candidate must possess good verbal and written skills in English, which is essential for effective communication within the organization and with external stakeholders. Proficiency in additional languages may be considered an asset but is not mandatory for this position.

Additional Notes:
This position is subject to local recruitment, meaning that only candidates holding a valid residence and work permit for South Sudan will be considered. The appointment will be contingent upon the candidate's medical fitness for the role, as well as verification of residency, visa, and any necessary authorizations from the government. The selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM maintains a zero-tolerance policy regarding conduct that is incompatible with its objectives, including discrimination and harassment. Furthermore, IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.