Supply Chain Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM works in over 100 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM is committed to the principles of inclusion, respect for diversity, integrity, and professionalism, and aims to foster a culture of empathy and support for all individuals involved in the migration process.

Job Overview:
The Supply Chain Assistant position is a critical role within the IOM Office in The Hague, responsible for managing the procurement of supplies, services, and works. The role requires a proactive approach to procurement processes, including receiving and consolidating requisition forms, preparing tender documents, soliciting bids, and ensuring compliance with the Purchase Authorization Matrix. The Supply Chain Assistant will also be responsible for monitoring the status of open requisitions, coordinating with suppliers, and maintaining accurate records of procurement activities. This position demands strong organizational skills, attention to detail, and the ability to communicate effectively with various stakeholders. The Supply Chain Assistant will also support property and asset management, transportation coordination, and the organization of meetings and training sessions, making it a multifaceted role that contributes significantly to the operational efficiency of the IOM office.

Duties and Responsibilities:
The Supply Chain Assistant will perform a variety of duties, including but not limited to: receiving and consolidating procurement requisition forms, verifying compliance with office instructions, preparing tender documents, soliciting bids and quotations, and preparing bid analysis summaries. The assistant will confirm terms of agreements with selected suppliers, prepare necessary documentation such as purchase orders and contracts, and coordinate required authorizations. Additionally, the role involves monitoring the status of open requisitions, following up on deliveries, reviewing vendor invoices, preparing payment requests, and maintaining both physical and electronic records of procurement documentation. The assistant will conduct market surveys to identify potential suppliers, track contractual agreements, monitor office supplies, and provide technical information to staff regarding procurement procedures. Furthermore, the role includes supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation, as well as supporting the organization of meetings and workshops.

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, candidates with a high school diploma must have four years of relevant professional experience. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage. The ideal candidate should demonstrate a high level of computer literacy, excellent communication and negotiation skills, and the ability to work effectively with national and international institutions. Additionally, candidates should be able to prepare clear and concise reports and establish realistic resource requirements to meet IOM needs.

Educational Background:
The educational background required for this position includes a university degree in a relevant field such as Business Administration, Accounting, Logistics, or Supply Chain Management from an accredited academic institution. Accredited universities are those listed in the UNESCO World Higher Education Database. Candidates with a high school diploma may also be considered if they have substantial relevant professional experience, specifically four years in the field.

Experience:
Candidates should have experience in procurement and logistics, including working with vendors and service providers. Experience with asset management processes is essential, and familiarity with IOM/UN Procurement and Logistics Rules and Procedures is an advantage. Additionally, experience working in an international organization will be beneficial for this role, as it requires understanding the complexities of global supply chains and procurement processes.

Languages:
Fluency in English and Dutch is required, both oral and written. Proficiency in IOM's official languages, which include English, French, and Spanish, will be evaluated during the selection process. Candidates may be assessed through written and/or oral evaluations to determine their language proficiency, which is crucial for effective communication within the organization and with external stakeholders.

Additional Notes:
This position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for the Netherlands will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and necessary government authorizations. 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 contradicts the organization's aims and objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system.