Procurement Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and operates in over 100 countries worldwide. The organization's mission is to promote humane and orderly migration for the benefit of all, ensuring that migrants are treated with dignity and respect. IOM focuses on various aspects of migration, including humanitarian assistance, development programs, and policy advocacy, aiming to enhance the well-being of migrants and their communities.

Job Overview:
The Procurement Assistant position is crucial for supporting the procurement processes that facilitate the acquisition of goods and services necessary for the execution of IOM's humanitarian activities in Syria. The incumbent will work under the supervision of the Supply Chain Officer and the National Supply Chain Officer, assisting in various procurement tasks to ensure compliance with IOM's regulations and procedures. This role involves liaising with the National Supply Chain Officer to consolidate procurement requests, monitor procurement and logistical needs, and ensure that all goods and services meet the required specifications. The Procurement Assistant will also be responsible for maintaining accurate records of procurement activities and ensuring timely communication with stakeholders regarding the status of purchase orders and deliveries.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Assistant include, but are not limited to: assisting in the procurement process by verifying Purchase Requisition Forms for completeness, posting Purchase Requisitions and Purchase Orders into the IOM Syria Portal and ORACLE, following up on purchase orders, ensuring compliance with terms and specifications, conducting vendor due diligence, collecting quotations and bids, ensuring timely capturing of Purchase Orders in ORACLE, managing the acknowledgment of Goods Receipt Notes, submitting Payment Requests to the Finance Unit, conducting market surveys, registering newly procured assets, assisting with annual stock counts, arranging events and meetings, coordinating maintenance work, inspecting office premises, updating archiving systems, and driving IOM vehicles for official business as required. The role requires a proactive approach to ensure that all procurement files are accurately documented and systematically filed, contributing to the overall efficiency of IOM's operations.

Required Qualifications:
The ideal candidate for the Procurement Assistant position should possess a Bachelor’s degree in Business Administration, Procurement, Logistics, or a related field, along with three years of relevant experience. Alternatively, candidates with a school diploma and five years of relevant experience will also be considered. The candidate must demonstrate specialized knowledge of logistics and procurement, effectively work with vendors and service providers, and have a strong understanding of IOM's procurement policies and procedures. Proficiency in software applications such as SAP, ORACLE, MS Project, Word, Excel, PowerPoint, and Access is essential. Additionally, the candidate should exhibit integrity, strong communication and negotiation skills, and the ability to prepare clear and concise reports.

Educational Background:
Candidates must have a Bachelor’s degree in Business Administration, Procurement, Logistics, or a related field. Alternatively, a school diploma with five years of relevant experience is acceptable. The educational background should provide a solid foundation in procurement principles and practices, as well as an understanding of logistics management.

Experience:
Candidates should have a minimum of three years of relevant experience in logistics and procurement, demonstrating the ability to effectively apply specialized knowledge in sourcing goods and services. Experience working with vendors and service providers in compliance with IOM procedures is essential. Familiarity with software applications such as SAP, ORACLE, and common office software is required. Previous experience with the UN or other international agencies is highly desirable, showcasing the candidate's ability to navigate complex procurement environments and adhere to organizational policies.

Languages:
Fluency in English is mandatory, and knowledge of Arabic is highly desirable. Proficiency in additional languages may be considered an asset, enhancing communication with diverse stakeholders and facilitating effective collaboration in a multicultural environment.

Additional Notes:
This position is based in Aleppo, Syria, and may involve occasional travel within the region. The role is full-time, and the successful candidate will be expected to work in compliance with IOM's policies and procedures. The position may require flexibility in working hours to accommodate the needs of the organization and its operations. Compensation and benefits will be in accordance with IOM's standards and policies.