Procurement Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 150 countries and has a workforce of more than 10,000 employees. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM's work encompasses a wide range of areas including humanitarian assistance, development, and migration management, with a commitment to uphold the rights and dignity of migrants.

Job Overview:
The Procurement Assistant will play a crucial role in supporting the procurement processes necessary for the successful execution of IOM's mission in Damascus, Syria. This position involves assisting in the acquisition of goods and services that are essential for the organization's humanitarian activities. The incumbent will work closely with the National Supply Chain Officer to consolidate procurement requests, optimize purchasing power, and ensure compliance with IOM's regulations and procedures. The role requires a proactive approach to monitoring procurement and logistical needs, as well as effective communication with various stakeholders to facilitate smooth operations. The Procurement Assistant will also be responsible for maintaining accurate records of procurement activities and ensuring that all processes are conducted in a timely and efficient manner.

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 and keeping stakeholders informed about delivery timelines; ensuring compliance of received goods/services with Purchase Orders; conducting due diligence on potential vendors; collecting quotations and managing the tendering process; 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 to stay informed about local supply availability and pricing; registering newly procured assets in ORACLE; assisting with annual stock counts; arranging events and coordinating maintenance activities; conducting inspections of office premises; updating archiving systems; and driving IOM vehicles for official business as needed.

Required Qualifications:
The ideal candidate for the Procurement Assistant position should possess a strong understanding of logistics and procurement processes, with the ability to effectively apply specialized knowledge in sourcing goods and services. The candidate must demonstrate integrity and professionalism in all responsibilities, and have experience working with vendors and service providers in compliance with IOM procedures. Familiarity with software applications such as SAP, ORACLE, MS Project, and common office applications (Word, Excel, PowerPoint, Access) is essential. The candidate should also possess excellent communication and negotiation skills, and have a solid understanding of IOM's procurement and logistics policies and rules.

Educational Background:
Candidates must have 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. This educational background ensures that the candidate has the necessary theoretical knowledge and practical skills to perform the duties of the position effectively.

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 crucial for securing cost-effective quality solutions. Familiarity with procurement processes in a humanitarian context, particularly within UN or international agencies, is highly desirable. The candidate should also have a proven track record of maintaining integrity and professionalism in their work.

Languages:
Fluency in English is mandatory, and knowledge of Arabic is highly desirable. Proficiency in additional languages may be considered an asset, as it can enhance communication with diverse stakeholders and facilitate better understanding of local contexts.

Additional Notes:
This position is based in Damascus, Syria, and may involve occasional travel within the region. The role is full-time and may require flexibility in working hours to accommodate the needs of the organization. The successful candidate will be expected to adhere to IOM's values and principles, including respect for diversity and a commitment to humanitarian principles. Compensation and benefits will be commensurate with experience and in accordance with IOM policies.