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. IOM's mission is to promote humane and orderly migration for the benefit of all, saving lives and protecting people on the move. The organization drives solutions to displacement and facilitates pathways for regular migration while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. The organization operates in numerous countries worldwide, focusing on various aspects of migration and humanitarian assistance, and aims to harness the full potential of migration to strengthen its support to people on the move.

Job Overview:
The Supply Chain Assistant (Procurement) position is crucial for managing the resources management functions within IOM. This role involves working under the supervision of the Chief of Mission in Venezuela and the Resources Management Officer. The assistant will be responsible for evaluating supplier proposals, negotiating prices, and ensuring the best value for the organization. The position requires coordination with internal departments to understand their procurement needs and develop strategies for timely and cost-effective acquisition of goods and services. The assistant will prepare and issue Request for Quotations (RFQs), Request for Proposals (RFPs), and Invitation to Bid (ITB) documents, ensuring compliance with IOM's procurement policies. This role is essential for maintaining the efficiency of IOM's operations in Venezuela, ensuring that all procurement processes are conducted smoothly and effectively.

Duties and Responsibilities:
The Supply Chain Assistant (Procurement) will have a comprehensive set of responsibilities, including: receiving and consolidating procurement requisition forms, verifying compliance with the Purchase Authorization Matrix, preparing tender documents, soliciting bids and quotations, and preparing bid analysis summaries. The assistant will confirm terms of agreement with selected suppliers, prepare relevant documentation such as purchase orders and contracts, and monitor the status of open requisitions. They will coordinate with the receiving unit to ensure satisfactory delivery of goods and services, review vendor invoices, prepare payment requests, and maintain records of all procurement documentation. Additionally, the assistant will conduct market surveys to identify potential suppliers, monitor contractual agreements, and provide technical information to staff regarding procurement procedures. They will also perform supply chain tasks related to property and asset management, support transportation needs, and assist in organizing meetings and workshops.

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, a high school diploma with four years of relevant experience is acceptable. Certification in Procurement, Logistics, or Supply Chain Management is considered an advantage. 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 also advantageous, as is experience in an international organization.

Educational Background:
The educational background required for this position includes a university degree in a relevant field such as Business Administration, Accounting, Logistics, or Supply Chain Management from an accredited academic institution. Accredited universities are those listed in the UNESCO World Higher Education Database. Candidates with a high school diploma may also apply if they have the requisite professional experience in procurement and logistics.

Experience:
The position requires candidates to have a minimum of two years of relevant professional experience if they hold a university degree, or four years if they possess a high school diploma. Experience in procurement and logistics, particularly in working with vendors and service providers, is essential. Familiarity with asset management processes and experience with IOM/UN procurement rules are highly desirable. Candidates should also have experience working in an international organization, which will enhance their understanding of the global context in which IOM operates.

Languages:
Fluency in Spanish is mandatory for this position, as it is one of IOM's official languages. Proficiency in English is considered a plus, as it may enhance communication within the organization and with international partners. The language proficiency will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the necessary language requirements.

Additional Notes:
The position is subject to funding confirmation, and any offer made to the candidate will be contingent upon this. The selection process may also be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. Appointment will require certification of medical fitness, accreditation, and compliance with residency or visa requirements, as well as security" style="border-bottom: 1px dotted #007bff !important;">security clearances. IOM maintains a zero-tolerance policy regarding conduct incompatible with its aims and objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.