Procurement Assistant

Job Posting Organization:
The organization is focused on managing resources effectively and efficiently, ensuring that procurement processes align with the organization's mission and operational needs. It operates in various countries, providing support and services related to supply chain management and procurement. The organization emphasizes transparency, accountability, and adherence to established guidelines and procedures in its operations.

Job Overview:
The Procurement Assistant plays a crucial role in managing the supply chain and procurement functions within the Brasilia Office. This position involves overseeing the procurement process from the initial requisition to the final delivery of goods and services. The Procurement Assistant is expected to work closely with the National Resources Management Officer and the Supply Chain Coordinator, ensuring that all procurement activities comply with organizational policies and procedures. The role requires a proactive approach to managing procurement requisitions, preparing tender documents, soliciting bids, and coordinating with suppliers to ensure timely delivery and payment. Additionally, the Procurement Assistant will maintain accurate records of procurement activities and support the preparation of reports, contributing to the overall efficiency of the office's operations.

Duties and Responsibilities:

• Receive and consolidate procurement requisition forms, ensuring they are complete and comply with the Purchase Authorization Matrix.
• Prepare tender documents and solicit bids and quotations as necessary.
• Conduct bid analysis and share findings with the requesting unit.
• Confirm terms of agreement with selected suppliers and prepare necessary documentation such as purchase orders and contracts.
• Monitor the status of open requisitions and follow up on the timely delivery of goods and services.
• Coordinate with the receiving unit to obtain satisfactory delivery notes upon delivery.
• Review vendor invoices and prepare payment requests, coordinating with Finance for timely payments.
• Maintain physical and electronic records of all procurement documentation in accordance with IOM procedures.
• Conduct market surveys to identify potential new suppliers and evaluate them based on quality, price, and service. 1
• Keep track of contractual agreements and inform relevant parties for timely renewals. 1
• Monitor office supplies and services, preparing requisitions as needed. 1
• Provide technical information to staff regarding procurement instructions and procedures. 1
• Perform supply chain tasks related to property and asset management, warehousing, and transportation. 1
• Support the coordination of transportation needs and monitor vehicle maintenance records. 1
• Monitor activities of contractors on office premises. 1
• Assist in organizing meetings, workshops, and training sessions. 1
• Perform any other duties as assigned, including management and control of the organization's assets.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution. 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, enhancing the candidate's qualifications for the role.

Educational Background:
A university degree in a relevant field such as Business Administration, Accounting, Logistics, or Supply Chain Management is required. This educational background provides the necessary knowledge and skills to effectively manage procurement processes and supply chain functions. For those with a high school diploma, a minimum of four years of relevant professional experience is required to compensate for the lack of formal higher education.

Experience:
The position requires two years of relevant professional experience for candidates with a university degree. For those with a high school diploma, four years of relevant experience is necessary. This experience should ideally include roles related to procurement, logistics, or supply chain management, demonstrating the candidate's ability to handle the responsibilities outlined in the job description effectively.

Languages:
While the job description does not specify mandatory languages, proficiency in Portuguese is essential given the location in Brasilia, Brazil. Knowledge of English may also be beneficial, particularly in communicating with international suppliers and stakeholders, enhancing the candidate's ability to perform effectively in a global context.

Additional Notes:
The position is likely to be full-time, with a focus on procurement and supply chain management within the organization. The role may involve working closely with various departments and requires a collaborative approach to ensure the smooth operation of procurement processes. Compensation and benefits details are not specified in the job description, but candidates can expect a competitive package commensurate with their qualifications and experience.