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. With over 173 member states and offices in more than 100 countries, IOM works to ensure that migration is safe, orderly, and dignified. The organization focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy, aiming to support migrants and communities affected by migration. IOM's mission is to provide services and advice concerning migration to governments and migrants alike, and it operates under the principles of respect for human rights and the dignity of all individuals.

Job Overview:
The Procurement and Logistics Assistant will play a crucial role in supporting the procurement and logistics functions within the IOM office in Sri Lanka. This position involves assisting with the collection of bids and the purchasing of materials, equipment, and services in accordance with established procurement procedures. The successful candidate will be responsible for ensuring proper tracking of orders and timely delivery of goods and services. They will also handle the issuance of Goods Receipt Notes (GRN) and Service Receipt Notes (SRN), process vendor payments, and maintain accurate records. The role requires monitoring office supplies and inventory levels, assisting with logistics services, and coordinating with finance departments on procurement-related issues. The candidate will also be expected to assist with the maintenance of fixed assets and support various logistical arrangements for staff travel and events.

Duties and Responsibilities:

• Assist with the collection of bids and the purchasing of materials, equipment, and services according to established procurement procedures, ensuring proper tracking and timely delivery.
• Issue Goods Receipt Notes (GRN) and Service Receipt Notes (SRN), collect approvals, process payments to vendors, and follow up with relevant parties until funds are transferred and records are maintained.
• Monitor office supplies and stationery inventory, issue stock items, maintain records, and ensure average stock levels are upheld.
• Create vendor profiles, upload changes, and periodically evaluate vendor performance.
• Assist the Asset Controller in maintaining the fixed assets registry for all IOM offices in Sri Lanka, ensuring it is regularly updated and all relevant information regarding the use and return of fixed assets is recorded.
• Maintain an office supplies registry and conduct regular stock-taking to ensure timely replenishment of stationery and cleaning supplies.
• Assist with logistics services, including building maintenance, vehicle maintenance, and repair of IOM assets.
• Assist with vehicle status reporting, fuel consumption reports, and checking vehicle logbooks.
• Assist with booking hotels and venues for staff on Temporary Duty (TDY) stays, meetings, trainings, and workshops. 1
• Coordinate with finance departments on logistics and procurement-related issues. 1
• Undertake other duties as assigned that are commensurate with the position.

Required Qualifications:
Candidates must possess strong analytical, interpersonal, and communication skills. They should demonstrate effective relationship management, time management, and negotiation skills. A solid understanding of procurement guidelines and ethics is essential. The ability to work in a multicultural environment and engage with various stakeholders is also important. Candidates should be proactive, detail-oriented, and capable of managing multiple tasks efficiently.

Educational Background:
A Bachelor’s Degree in Supply Chain, Logistics, Business Management, or a related field from an accredited academic institution is required, along with at least 1 year of professional experience. Alternatively, candidates with a High School Diploma and 3 years of relevant professional experience will also be considered. Accredited universities are those listed in the UNESCO World Higher Education Database.

Experience:
Candidates should have previous experience in procurement and logistics-related tasks. Experience working in a multicultural work setting is desired, and prior experience in vendor management will be advantageous. The role requires familiarity with procurement processes and the ability to navigate logistical challenges effectively.

Languages:
Fluency in English is required, both oral and written. A working knowledge of Sinhala or Tamil is considered an asset. IOM's official languages include English, French, and Spanish, and proficiency in these languages may be evaluated during the selection process, which could include written and/or oral assessments.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Sri Lanka will be eligible for consideration. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government, where applicable. IOM has a zero-tolerance policy regarding conduct that is incompatible with its aims and objectives, including sexual exploitation and abuse, harassment, and discrimination. IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through its online recruitment system.