Procurement Assistant

Job Posting Organization:
The organization is focused on managing resources effectively and efficiently, ensuring that procurement and supply chain functions are aligned with the overall mission of the organization. It operates in various countries, providing support and services that enhance operational effectiveness. The organization emphasizes collaboration and communication among its units, ensuring that all activities are conducted in accordance with established guidelines and standards.

Job Overview:
The Procurement Assistant plays a crucial role in managing supply chain and procurement functions within the Brasilia Office. This position is vital for ensuring that the office runs smoothly by handling clerical tasks, drafting correspondence, and maintaining essential documentation. The Procurement Assistant will monitor stock levels of consumables and supplies, conduct outdoor activities for price checks and small purchases, and support the coordination of transportation needs. This role requires a proactive approach to managing office resources and ensuring that all logistical needs are met efficiently. The Procurement Assistant will also be responsible for organizing meetings and workshops, following up on contractors, and conducting regular inspections of the office premises to ensure functionality and compliance with operational standards.

Duties and Responsibilities:

• Manage supply chain and procurement functions in the Brasilia Office under the supervision of the RMO and Supply Chain Coordinator.
• Carry out clerical tasks to support the smooth running of activities in the Unit.
• Draft routine correspondence, reports, presentations, and other documentation as required.
• Maintain files, databases, and tracking tools for the unit.
• Monitor stock levels of consumables and supplies, alerting the team when restocking is necessary.
• Conduct outdoor activities for checking prices, making small purchases, and collecting and delivering documents and goods.
• Support the coordination of transportation needs and drivers’ movements, ensuring all logbooks are maintained accurately.
• Monitor fuel consumption and vehicle maintenance records.
• Assist in organizing meetings, workshops, and training sessions. 1
• Follow up on contractors performing work on office premises. 1
• Conduct regular inspections of office premises and verify the functionality of office equipment. 1
• Perform other duties as assigned, including inventory and control of the organization's assets.

Required Qualifications:

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution.
• One year of relevant professional experience, or a high school diploma with three years of relevant professional experience.
• Strong organizational skills and attention to detail.
• Ability to work collaboratively in a team environment and communicate effectively with various stakeholders.

Educational Background:
Candidates must possess a university degree in a relevant field such as Business Administration, Accounting, Logistics, or Supply Chain Management from an accredited academic institution. Alternatively, candidates with a high school diploma must have three years of relevant professional experience in procurement or logistics.

Experience:
Candidates should have experience in procurement and logistics, particularly in working with vendors and service providers. Familiarity with asset management processes is essential. Experience with IOM/UN Procurement and Logistics Rules and Procedures is considered an advantage, as is experience working in an international organization.

Languages:
Proficiency in Portuguese is mandatory, and knowledge of English or other languages is considered a plus, enhancing communication within the international context of the organization.

Additional Notes:
This position is likely to be full-time, and the contract duration may vary based on organizational needs. The role may involve working with international teams and requires a commitment to the organization's mission and values. Compensation and benefits will be aligned with organizational standards and may include health benefits, professional development opportunities, and other perks associated with working in an international organization.