Logistics and Procurement 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 become a key player in the field of migration, with a mission to promote humane and orderly migration for the benefit of all. The organization operates in over 150 countries, employing thousands of staff members dedicated to addressing the challenges of migration and supporting the needs of migrants. IOM's work encompasses a wide range of areas including humanitarian assistance, development programs, and policy advocacy, all aimed at ensuring that migration is safe, dignified, and beneficial for individuals and communities.

Job Overview:
The Logistics and Procurement Assistant plays a crucial role in supporting IOM's humanitarian activities by managing procurement and logistical needs. This position involves assisting the Senior Logistics and Procurement Associate in Gaziantep with various procurement requests and requirements, ensuring that all processes are followed accurately and efficiently. The incumbent will be responsible for verifying purchase requisition forms, collecting quotations, preparing purchase requisitions in the WAVE system, and ensuring that all procurement requests are documented and tracked properly. The role also includes following up on purchase orders, managing asset registrations, and assisting with logistical arrangements for programs and events. The assistant will be expected to maintain a systematic filing system for all logistics-related documents and may be required to drive IOM vehicles for official business as needed. This position demands a proactive approach to problem-solving and a commitment to supporting IOM's mission through effective logistics and procurement management.

Duties and Responsibilities:

• Assist in the implementation and monitoring of procurement and logistical needs to support IOM’s humanitarian activities.
• Carry out tasks related to procurement, including verifying purchase requisition forms for completeness and authorization.
• Collect quotations and proposals, prepare purchase requisitions in WAVE, and conduct bids analysis as required.
• Accurately post all purchase requisitions and purchase orders into WAVE in a timely manner.
• Follow up on the status of purchase orders and communicate with customers regarding delivery timelines and any changes.
• Verify that all received goods, works, and services meet the terms and specifications of respective purchase orders/contracts.
• Register newly procured assets in WAVE and assign asset master numbers.
• Prepare and submit payment requests to the Finance Unit for in-mission payments, ensuring timely settlement of supplier accounts.
• Assist in the logistical arrangements for programs, workshops, and training activities, including hotel bookings and catering services. 1
• Maintain an organized archiving system for procurement files and logistics-related documents. 1
• Drive IOM vehicles for official business as authorized, adhering to UNDSS/SSU rules and regulations. 1
• Undertake any other duties as assigned by the Senior Supply Chain Officer or other supervisors.

Required Qualifications:

• A degree in business administration, logistics, supply chain management, or a related field with at least two years of relevant experience.
• Alternatively, a completed high school diploma from an accredited institution with four years of relevant professional experience.
• Strong organizational skills and attention to detail are essential for managing procurement processes effectively.
• Ability to work collaboratively in a team environment and communicate effectively with various stakeholders.
• Proficiency in using procurement and logistics management systems, particularly WAVE, is highly desirable.

Educational Background:
Candidates must possess a degree in business administration, logistics, supply chain management, or a related field. Alternatively, candidates with a completed high school diploma and significant relevant experience may also be considered. The educational background should provide a solid foundation in the principles of logistics and procurement, as well as an understanding of the operational needs of humanitarian organizations.

Experience:
The position requires a minimum of two years of relevant experience in logistics and procurement for candidates with a degree. For those with a high school diploma, a minimum of four years of relevant professional experience is required. Experience in a humanitarian or international organization is preferred, as it provides valuable insights into the specific challenges and requirements of the role.

Languages:
Fluency in English and Turkish is required, both oral and written. Proficiency in additional languages such as French or Spanish is considered an asset, as IOM's official languages include these. Language skills will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the communication requirements of the position.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Turkey will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, and compliance with government regulations. IOM has a zero-tolerance policy regarding misconduct, 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. Candidates are encouraged to track their application status through this system.