Supply Chain Officer (Common Services) (P)

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all, providing services and advice to governments and migrants. The organization is committed to ensuring a workplace where all employees can thrive professionally while harnessing the full potential of migration. IOM operates in numerous countries around the world, focusing on various aspects of migration management and humanitarian assistance. The organization values diversity and inclusion, encouraging applications from qualified female candidates and individuals from non-represented member countries. IOM's workplace culture emphasizes respect, integrity, professionalism, and empathy, fostering an environment where all staff members can contribute to the organization's mission effectively.

Job Overview:
The Supply Chain Officer (Common Services) will be responsible for overseeing and managing supply chain activities within the organization, ensuring that quality goods and services are delivered to beneficiaries at optimal prices and in a timely manner. This position requires close collaboration with various teams, including the Resource Management Officer and the Supply Chain Division at Headquarters. The officer will assist in coordinating and monitoring all tasks related to Common Services Management, including planning, budgeting, and scheduling operations. The role involves preparing regular reports, identifying bottlenecks in service delivery, and providing recommendations for process improvements. The officer will also support the training and development of staff involved in Common Services, ensuring adherence to policies and best practices. This position is crucial for enhancing the effectiveness and efficiency of supply chain operations within the organization, contributing to the overall mission of IOM.

Duties and Responsibilities:

• Assist in coordinating and monitoring all Common Services Management related tasks and activities, including supporting planning, budgeting, and scheduling related to common services operations needed by the CO, in close coordination with the Supply Chain Officer and the RMO. Prepare regular monthly progress reports, statistical information and briefing notes, as required, raising deviations and making suggestions proactively for corrective measures in coordination with other units, Office of Staff Safety & security" style="border-bottom: 1px dotted #007bff !important;">Security, Information Management & Technology, Human Resources, Programmes, etc. in coordination with the Head of Supply Chain and the team members.
• Support the planning, coordination, implementation and monitoring of aspects related to Common Services activities in the CO, including transport and distribution, fleet, assets and facilities related to Common Services functions information management (including Fleet Management System) and reporting, and provide support, guidance and training to the relevant staff falling under Common Services with respect to the related policies, rules regulations, and best practices.
• Liaise with the supervisor and program teams to collect, consolidate, and prioritize Common Service requirements; implement approved adjustments aimed at increasing the effectiveness and accuracy of all Common Services procedures.
• Identify Common Services bottlenecks and provide recommendations for processes improvement to contribute to timely and efficient delivery of common services to IOM staff members and other end user clients.
• Support the analysis of the Common Services requests including identify service providers, and evaluate information regarding vendor's performance in terms of quality, prices, and timely delivery of goods/services, limited to Common Services as required. Maintain a pool of qualified Common Services vendors, and ensure timely servicing and optimum operationality for continued use.
• Coordinate the processing of all common service transactions in accordance to IOM rules and regulations as well as in line to the mission’s common service instructions.
• In coordination with relevant parties, ensure timely submission of asset and other reports in relation to Common Services to Supply Chain Officer and RMO as and when required within the CO, Regional Office and relevant HQ departments, as appropriate.
• Assist the Supply Chain Officer in the implementation and maintenance of robust appropriate internal control mechanisms for Common Services Management process to contribute to safeguard the Organization's assets and prevent fraud. Implement and monitor country specific administrative procedures in accordance with the Organization's rules, regulations and best practices.
• Monitor the maintenance and repair of office facilities and equipment, including preventive maintenance. Contribute to the establishment of maintenance agreements with competent service providers when it is feasible and determined to be cost effective. 1
• Provide training and guidance to the Common Services staff of CO while monitoring, evaluating and supporting their professional and career development. 1
• Participate and engage actively in the UN inter-agency meetings and forums related to Common Services as and when required. Collaborate on sharing resources to achieve common goals and implementation of UN global initiatives. 1
• Perform such other duties as may be assigned.

Required Qualifications:
The position requires a Master’s degree in Business Administration, Supply Chain Management, Logistics, Procurement, or a related field from an accredited academic institution. Alternatively, a University degree in the above fields with two years of relevant professional experience is acceptable. Accredited Universities are those listed in the UNESCO World Higher Education Database. Candidates must possess extensive knowledge of IOM/UN internal procurement and financial rules, as well as IOM's system and processes as they apply to procurement and logistics. Excellent computer literacy and good knowledge of SAP is an advantage. Candidates should demonstrate the ability to work in a composed, competent and committed manner, exercising careful judgment in meeting day-to-day challenges.

Educational Background:
Candidates must hold a Master’s degree in Business Administration, Supply Chain Management, Logistics, Procurement, or a related field from an accredited academic institution. Alternatively, a University degree in the above fields with two years of relevant professional experience is acceptable. The educational qualifications must be from accredited institutions recognized by the UNESCO World Higher Education Database, ensuring that the candidates have received a quality education that meets international standards.

Experience:
Candidates should have experience in managing diverse procurement and logistics operations. Demonstrated experience in training and supervising teams of co-workers, managing vendors and suppliers is essential. The role requires a proven track record of effectively coordinating supply chain activities and ensuring compliance with organizational policies and procedures. Experience in a similar role within an international organization or a UN agency is highly desirable, as it provides familiarity with the specific challenges and requirements of working in a global context.

Languages:
IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages. For this position, fluency in English is required, both oral and written. A working knowledge of French is considered an advantage, as it may facilitate communication within the organization and with stakeholders in French-speaking regions. Proficiency in the required languages will be specifically evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the necessary communication standards for the role.

Additional Notes:
The contract type for this position is Special Short Term Graded, with an initial duration of 6 months, extendable up to 9 months. The position is classified at the P-1 grade level, indicating it is a professional role within the organization. The recruitment process is open to both national and international candidates, but candidates who are nationals of the duty station’s country cannot be considered eligible. The appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, and any residency or visa requirements, as well as security clearances. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background, or disabilities. IOM does not charge a fee at any stage of its recruitment process and only accepts duly completed applications submitted through the IOM e-Recruitment system.