Supply Chain Assistant (Procurement)

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration for the benefit of all. IOM's mission includes saving lives and protecting people on the move, driving solutions to displacement, and facilitating pathways for regular migration. The organization is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. IOM operates in numerous countries around the world, providing services and advice to governments and migrants alike, and aims to harness the full potential of migration to strengthen its support to people on the move.

Job Overview:
The Supply Chain Assistant will work under the direct daily administrative supervision of the Supply Chain Officer in Tripoli, Libya, and the operational supervision of the Head of Supply Chain Officer in Libya. This role involves providing procurement support to both external and internal clients, emphasizing a client-oriented and efficient service approach. The assistant will be responsible for receiving and consolidating procurement requisition forms, ensuring they comply with the Purchase Authorization Matrix and other office instructions. The role also includes supporting the preparation of tender documents, bid solicitation, and quotations, as well as drafting bid analysis summaries and assisting in the evaluation process. Once purchases are approved, the assistant will submit terms of agreement with selected suppliers, prepare relevant documentation, and coordinate necessary authorizations. Additionally, the assistant will monitor the status of open purchase requisitions and purchase orders, ensuring timely delivery of goods and services, and will review vendor invoices to prepare payment requests. The position requires maintaining accurate records of all documentation throughout the procurement cycle and assisting in identifying potential new suppliers or service providers.

Duties and Responsibilities:

• Receive and consolidate all procurement requisition forms, ensuring they contain all required information and comply with the Purchase Authorization Matrix and other office instructions.
• Support the supervisor in preparing tender documents, bid solicitation, and quotations as applicable.
• Draft bid analysis summaries and share them with the requesting unit.
• Assist in the evaluation process with procedural guidance and provide inputs as needed.
• Once purchases are approved, submit terms of agreement with selected suppliers and prepare relevant documentation (purchase order, contract, etc.).
• Coordinate required authorizations for procurement activities.
• Assist in discussions with contracted firms on project activities and monitor the progress of contract implementation to ensure compliance with stipulated standards and procedures.
• Monitor the status of open purchase requisitions (PR) and purchase orders (PO) and follow up on the timely delivery of goods and services.
• Upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes and verify accurate record-keeping in the system. 1
• Review vendor invoices, prepare payment requests, and coordinate with Finance for timely payments to suppliers/service providers. 1
• Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures. 1
• Assist in identifying potential new suppliers/service providers and evaluate their quality, prices, and services. 1
• Monitor contractual agreements and notify concerned parties to take necessary action. 1
• Perform other duties as may be assigned.

Required Qualifications:

• Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited academic institution with two years of relevant professional experience; or a high school diploma/certificate with four years of relevant professional experience.
• Certification in Procurement, Logistics, or Supply Chain Management is an advantage.
• Certificate of good conduct from the police is required if selected.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, E-mail, Outlook) is essential; previous experience with Enterprise Resource Planning (ERP) software (SAP and/or Oracle) is a distinct advantage.
• Experience in procurement and logistics, working with vendors and service providers, and asset management processes is required.
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage.
• Attention to detail, ability to organize paperwork methodically, and prepare clear and concise reports are essential.
• Discretion, client-oriented attitude, patience, and willingness to learn new things are important traits.
• Prior work experience with international humanitarian organizations, non-governmental or government institutions in a multi-cultural setting is an advantage.

Educational Background:
A Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited academic institution is required. Alternatively, a high school diploma/certificate with four years of relevant professional experience is acceptable. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage. It is important that the educational qualifications are from accredited institutions recognized in the UNESCO World Higher Education Database.

Experience:
The position requires two years of relevant professional experience for candidates with a Bachelor’s degree, or four years for those with a high school diploma. Candidates should have experience in procurement and logistics, working with vendors and service providers, and familiarity with asset management processes. Experience with IOM/UN Procurement and Logistics Rules and Procedures is advantageous, as is prior work experience in international organizations. Proficiency in Microsoft Office applications and experience with ERP software (SAP and/or Oracle) are also important.

Languages:
All IOM staff members are required to be fluent in one of the IOM's official languages, which include English, French, and Spanish. For this position, proficiency in the required language(s) will be specifically evaluated during the selection process, which may include written and/or oral assessments. Fluency in English is particularly important for effective communication within the organization and with external stakeholders.

Additional Notes:
The selection process may be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. Appointment is subject to certification that the candidate is medically fit for appointment, as well as meeting any residency or visa requirements and security" style="border-bottom: 1px dotted #007bff !important;">security clearances. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background, or disabilities. IOM does not charge a fee at any stage of its recruitment process and only accepts duly completed applications submitted through the IOM e-Recruitment system.