Procurement and Logistics Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. IOM has a mission to ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems, and to provide humanitarian assistance to migrants in need. IOM operates in over 100 countries worldwide, with a workforce of more than 17,000 employees. The organization focuses on various areas of migration management, including resettlement, counter-trafficking, and integration support, among others. IOM Ireland has been operational since 2001, engaging in multiple facets of migration management.

Job Overview:
The Procurement and Logistics Assistant will play a crucial role in supporting the Resource Management unit and the Mission by providing effective and efficient procurement and logistical assistance. This position requires a proactive approach to managing procurement processes, ensuring compliance with IOM's policies and procedures, and facilitating the smooth operation of logistics related to property and asset management. The successful candidate will work under the supervision of the Chief of Mission and the Head of Resources Management, contributing to the overall mission of IOM in Ireland. The role involves receiving and consolidating procurement requisitions, assisting in complex purchases, preparing tender documents, and monitoring the delivery of goods and services. Additionally, the assistant will be responsible for maintaining accurate records and conducting market surveys to identify potential suppliers.

Duties and Responsibilities:

• Receive and consolidate procurement requisition forms, ensuring they contain all necessary information and comply with the Purchase Authorization Matrix.
• Assist supervisors in executing complex, high-value purchases.
• Prepare tender documents, solicit bids, and conduct bid analysis, participating in the evaluation process as needed.
• Confirm terms of agreement with selected suppliers and prepare relevant documentation, including purchase orders and contracts.
• Monitor the status of open requisitions and follow up on timely delivery of goods and services, coordinating with the receiving unit to obtain satisfactory delivery notes.
• Review vendor invoices, prepare payment requests, and coordinate with Finance for timely payments.
• Maintain physical and electronic records of all procurement documentation, ensuring compliance with IOM procedures.
• Conduct market surveys to identify potential new suppliers and evaluate them based on quality and pricing.
• Track contractual agreements and inform relevant parties for timely renewals. 1
• Provide training and technical guidance to staff on procurement-related instructions and procedures. 1
• Perform logistics tasks related to property and asset management, including warehousing and transportation coordination. 1
• Prepare daily vehicle schedules and monitor vehicle logbooks. 1
• Provide training and guidance to new or junior staff in the unit. 1
• Undertake other duties as assigned by supervisors.

Required Qualifications:

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution, with three years of relevant professional experience; or a high school diploma with five years of relevant professional experience.
• Certification in Procurement, Logistics, or Supply Chain Management is an advantage.
• High level of computer literacy, with knowledge of SAP being highly desirable.
• Excellent communication and negotiation skills, with the ability to prepare clear and concise reports.
• Ability to work effectively with national and international institutions.

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, a high school diploma combined with extensive relevant professional experience is acceptable. Accreditation of universities should be verified against the UNESCO World Higher Education Database to ensure legitimacy and recognition.

Experience:
Candidates should have experience in procurement and logistics, specifically in working with vendors and service providers. Familiarity with asset management processes is essential, and experience with IOM/UN Procurement and Logistics Rules and Procedures is considered an advantage. Additionally, prior experience working in an international organization will be beneficial for this role.

Languages:
Fluency in English, both oral and written, is required for this position. Knowledge of any UN languages, such as French or Spanish, is considered an advantage and may enhance a candidate's profile.

Additional Notes:
This position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for Ireland will be considered. The appointment will be contingent upon medical fitness certification and verification of residency and visa requirements. 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 has a zero-tolerance policy regarding conduct that is incompatible with its objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.