Supply Chain Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to become a leading organization in the field of migration, with over 173 member states and offices in more than 100 countries. The organization aims to promote humane and orderly migration for the benefit of all, ensuring that migration is safe, orderly, and dignified. IOM's mission includes addressing the challenges of migration, providing humanitarian assistance, and supporting the development of migration policies that respect human rights and promote social cohesion.

Job Overview:
The Supply Chain Assistant position is crucial for the effective procurement of supplies, services, and works within the IOM Office in The Hague. This role involves a variety of responsibilities, including the consolidation of procurement requisition forms, ensuring compliance with the Purchase Authorization Matrix, and preparing tender documents. The Supply Chain Assistant will solicit bids, prepare bid analysis summaries, and confirm agreements with suppliers. Additionally, the role requires monitoring the status of requisitions, coordinating deliveries, and maintaining accurate records of procurement activities. The assistant will also conduct market surveys to identify potential suppliers and provide technical information to staff regarding procurement procedures. This position is integral to ensuring that the office operates efficiently and effectively in its supply chain management.

Duties and Responsibilities:

• Receive and consolidate procurement requisition forms, ensuring they contain all required information and comply with office instructions.
• Prepare tender documents and solicit bids and quotations as necessary.
• Analyze bids and prepare summaries for the requesting unit.
• Confirm terms of agreement with selected suppliers and prepare relevant documentation such as purchase orders and contracts.
• Monitor the status of open requisitions and follow up on timely delivery of goods and services.
• Coordinate with receiving units to obtain satisfactory delivery notes upon delivery.
• Review vendor invoices and prepare payment requests, coordinating with Finance for timely payments.
• Maintain physical and electronic records of all procurement documentation in accordance with IOM procedures.
• Conduct market surveys to identify potential new suppliers and evaluate them based on quality, price, and services. 1
• Monitor contractual agreements and inform relevant parties for timely renewals. 1
• Manage office supplies and services, preparing requisitions as needed. 1
• Support transportation coordination and monitor vehicle maintenance records. 1
• Oversee activities of contractors on office premises. 1
• Assist in organizing meetings, workshops, and training sessions. 1
• Perform other duties as assigned by supervisors.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution, along with two years of relevant professional experience. Alternatively, candidates with a high school diploma must have four years of relevant professional experience. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage. Accredited universities are those listed in the UNESCO World Higher Education Database.

Educational Background:
The educational requirements for this position include a university degree in a relevant field such as Business Administration, Accounting, Logistics, or Supply Chain Management. Candidates with a high school diploma may also be considered if they have substantial relevant experience. The degree must be from an accredited institution, and certifications in procurement or logistics are advantageous, enhancing the candidate's qualifications for the role.

Experience:
Candidates should have experience in procurement and logistics, particularly in working with vendors and service providers. Familiarity with asset management processes is essential, and experience with IOM or UN procurement and logistics rules and procedures is highly advantageous. Additionally, experience working in an international organization will be beneficial for candidates applying for this position.

Languages:
Fluency in English, both oral and written, is required for this position. As IOM's official languages include English, French, and Spanish, proficiency in these languages will be evaluated during the selection process, which may include written and/or oral assessments. Candidates who can communicate effectively in multiple languages will have an advantage in the selection process.

Additional Notes:
This position is subject to local recruitment, meaning only candidates with a valid residence and work permit for the Netherlands will be considered. The appointment will be contingent upon medical fitness certification, verification of residency, and necessary government authorizations. IOM maintains a zero-tolerance policy regarding conduct that contradicts its objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system. Recommended candidates may remain eligible for similar positions for up to 24 months.