Procurement and Logistics Assistant

Job Posting Organization:
The organization is focused on providing humanitarian assistance and support to migrants and displaced persons globally. It operates in numerous countries, with a mission to promote humane and orderly migration for the benefit of all. Established in 1951, the organization has grown to employ thousands of staff members worldwide, working in various sectors including health, education, and emergency response. The organization is committed to upholding the rights of migrants and ensuring their safety and dignity throughout their journeys.

Job Overview:
The Procurement and Logistics Assistant will play a crucial role in supporting the procurement and logistical needs of the Washington Office and its sub-offices. This position requires a proactive approach to assist in the implementation and monitoring of procurement processes in accordance with the organization's regulations and procedures. The assistant will provide technical guidance to requisitioners and staff, ensuring that specifications are prepared accurately and procurement instructions are interpreted and implemented effectively. The role involves creating online Purchase Requisitions (PR), verifying submitted PRs, and identifying and evaluating vendors based on compliance, performance, reliability, quality, price, and delivery. The assistant will also be responsible for preparing Purchase Orders (PO) and contracts, ensuring proper authorization, and following up on PO statuses to keep relevant parties informed about delivery conditions. Additionally, the assistant will support the creation of invoices, coordinate asset-related matters, and assist in stockroom management practices to prevent overstocking or loss. The position requires collaboration with various stakeholders to ensure compliance with procurement procedures and to suggest improvements in systems and processes.

Duties and Responsibilities:
The duties and responsibilities of the Procurement and Logistics Assistant include: assisting in the implementation and monitoring of procurement and logistical needs; providing technical guidance to requisitioners; creating and verifying Purchase Requisitions; identifying and evaluating vendors; collecting quotations and preparing bids analysis; processing purchase requisitions and orders; preparing Purchase Orders and contracts; following up on PO statuses; ensuring goods are received in accordance with specifications; supporting the creation of invoices; coordinating with asset accounting for asset-related matters; maintaining records on asset disposal; assisting in stockroom management; maintaining office facilities; managing vendor compliance; preparing Long Term Agreements and service contracts; creating administrative tools for tracking contracts; supporting period-end activities; developing and updating procurement systems; providing guidance to sub-offices; and performing other assigned duties.

Required Qualifications:
The position requires a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution, along with three years of relevant professional experience. Alternatively, a high school diploma with five years of relevant experience is acceptable. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage. The candidate must demonstrate proficiency in Microsoft Office applications and have knowledge of Oracle. Strong communication, negotiation, and supervisory skills are essential, along with the 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 with extensive relevant experience is acceptable. Additional certifications in procurement or logistics are advantageous and can enhance a candidate's profile.

Experience:
The ideal candidate should have experience in procurement and logistics, particularly in working with service providers and vendors. Familiarity with asset management processes is essential, and experience with IOM/UN procurement and logistics rules and procedures is highly desirable. Experience in an international organization and in training and coordinating teams will be beneficial for this role.

Languages:
Fluency in English, both oral and written, is mandatory for this position. Knowledge of additional languages is desirable and can be an asset in a multicultural work environment.

Additional Notes:
The position is full-time and may involve working with international teams. The specific contract duration is not mentioned, but the role is expected to be ongoing. The organization values diversity and inclusion, and candidates from various backgrounds are encouraged to apply. Compensation and benefits details are not specified in the job ad.