Supply Chain Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a part of the United Nations System. It is the leading inter-governmental organization dedicated to promoting humane and orderly migration for the benefit of all. IOM has been operational in Indonesia for over 40 years and is one of the largest IOM missions globally. The organization works on a wide range of activities in partnership with the Government of the Republic of Indonesia, civil society, private sector actors, migrants, and communities. IOM Indonesia engages in various thematic areas, including Counter-Trafficking, Labour Mobility and Social Inclusion, Disasters, Climate and Resilience, Immigration and Border Governance, Refugee Care, Migration Health, Migration Policy and Data Hub, and Resettlement and Voluntary Returns. The Resources Management Unit plays a crucial role in monitoring and supporting budgetary financial, human resources, and other administrative functions to ensure effective and efficient resource management within the Country Office.

Job Overview:
The Supply Chain Assistant position is integral to the Resource Management Unit, reporting directly to the Senior Supply Chain Associate and under the overall supervision of the National Finance Officer. The incumbent will be responsible for providing comprehensive support in organizing procurement activities, which includes obtaining quotations, managing tendering processes, and overseeing the purchase and delivery of goods and services. The role also involves providing logistical and procurement support to various programs and projects within IOM Indonesia. The Supply Chain Assistant will ensure that procurement processes comply with IOM's policies and procedures, thereby contributing to the organization's mission of facilitating effective resource management. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to ensure timely and efficient procurement operations.

Duties and Responsibilities:
The Supply Chain Assistant will have a diverse set of responsibilities, including but not limited to: receiving and consolidating all procurement requisitions through the WAVE system, verifying that all required information is complete and compliant with the Purchase Authorization Matrix and other office instructions, and obtaining any necessary additional information. The incumbent will prepare tender documents, solicit bids and quotations, and prepare bid analysis summaries to share with the requesting unit. Upon purchase approval, the assistant will confirm terms of agreement with selected suppliers, prepare relevant documentation such as purchase orders and contracts, and coordinate required authorizations. Monitoring the status of open requisitions and ensuring timely delivery of goods and services is crucial, as is coordinating with the receiving unit to obtain satisfactory delivery notes. The assistant will review vendor invoices, prepare payment requests, and coordinate with the Finance Unit for timely payments to suppliers and service providers. Additionally, the role involves conducting vendor performance evaluations, maintaining physical and electronic records of all documentation throughout the procurement cycle, conducting market surveys to identify potential new suppliers, and supporting the organization of meetings, workshops, and trainings. The Supply Chain Assistant will also perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation, ensuring that all logistical needs are met efficiently.

Required Qualifications:
Candidates for the Supply Chain Assistant position must possess a university degree from an accredited academic institution, preferably in Business Administration, Logistics, or Management, along with a minimum of two years of relevant work experience. Alternatively, candidates with a completed High School degree and at least four years of relevant work experience will also be considered. It is essential that candidates are Indonesian nationals with a good understanding of procurement and logistics, as well as administrative and operational processes. Experience working with IOM or UN procurement and logistics rules and procedures is an advantage, as is experience in an international organization. Candidates should demonstrate the ability to prepare clear and concise reports, analyze and interpret source information and data, and possess knowledge and experience in SAP and/or ORACLE systems, which is considered an advantage.

Educational Background:
The educational background required for the Supply Chain Assistant position includes a university degree from an accredited institution, ideally in fields such as Business Administration, Logistics, or Management. Candidates with a completed High School degree may also qualify if they have substantial relevant work experience. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received a recognized and quality education that aligns with the expectations of the role.

Experience:
The position requires candidates to have a minimum of two years of relevant work experience if they hold a university degree, or at least four years of relevant work experience if they have completed a High School degree. Candidates should have a solid understanding of procurement and logistics, as well as administrative and operational processes. Experience working with IOM or UN procurement and logistics rules and procedures is highly advantageous, as is experience in an international organization, which would provide candidates with a broader perspective on global supply chain management.

Languages:
Proficiency in IOM's official languages, which include English, French, and Spanish, is required. The specific language proficiency will be evaluated during the selection process, which may include written and/or oral assessments. Candidates should demonstrate strong communication skills in the required languages to effectively engage with various stakeholders and contribute to the organization's objectives.

Additional Notes:
The Supply Chain Assistant position is classified as a G-4 level role and is offered as a Special Short-Term Contract. The estimated start date for the position is as soon as possible, and the closing date for applications is set for December 3, 202

• It is important to note that this position is subject to local recruitment, meaning that only candidates holding a valid residence and work permit for Indonesia will be considered. Additionally, any offer made to the selected candidate is contingent upon funding confirmation. 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. Candidates must also be certified as medically fit for appointment and have their residency, visa, and other authorizations verified by the concerned government, where applicable. IOM maintains a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including issues such as sexual exploitation and abuse, sexual harassment, and discrimination based on various factors. Furthermore, IOM does not charge any fees at any stage of the recruitment process and only accepts duly completed applications submitted through the IOM online recruitment system.