Supply Chain and Logistics Assistant

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

1. ORGANIZATIONAL CONTEXT AND SCOPE:

Under the general guidance and overall supervision of the Head of Resources Management and National Resources Management Officer (NRMO), and direct supervision of the Senior Supply Chain Management Assistant, the incumbent will be responsible for carrying out the procurement and logistics functions in the IOM Thailand country office.

2. RESPONSIBILITIES AND ACCOUNTABILITIES:

• Provide procurement, logistical and administrative support to the procurement unit in the acquisition of a wide variety of goods, works and services requests.
• Reviews, records, updates status and prioritizes the purchase requests assigned and obtain additional information/documentation as required; determine the availability of vendors and appropriate procurement sourcing method.
• Identify and recommend sources of procurement including register of awarded vendor/suppliers to IOM vendor system.
• Assist the Senior Supply Chain Management Assistant to prepare and publish tender documents (e.g. Expression of Interest, Requests for Quotation, Invitation to Bids and Requests for Proposals and) and Request for Information based on the nature of requirements and procurement value involved, when needed.
• Prepare abstracts of offers and compile data contained in quotations, proposals and bids using the Bid Analysis Summary sheet (BAS), if applicable to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible, and under the guidance of supervisor.
• Raise purchase orders, assist in drafting procurement contracts, statement of awards for approval by the authorized approver or delegated in accordance with the internal established guideline and ensure that data is correctly entered, and stipulations prescribed in the Procurement Manual and relevant Instructions are followed.
• Ensure that procurement activities are complied with IOM Procurement rules and regulation.
• Maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/ commodities/equipment delivery to the right destination.
• Verify receipts/invoices and inspection of deliverables and accurately reports against the purchase order/contract, as and if required.
• Assist the Senior Supply Chain Management Assistant to identified issues/problems related to delivered of goods/services, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received. Bring to attention/seek guidance from supervisor, if needed.
• Ensure procurement filing system is well maintained and timely upload of applicable procurement documents to the e-Fling system following the naming convention guideline.
• Monitor purchase requests, purchase orders and contracts including follow up actions for timely delivery of goods, works and services. Update/amend procurement timeline as appropriated.
• Perform such other duties as may be assigned.

3. QUALIFICATIONS AND EXPERIENCE

EDUCATION

• High school diploma with five years of relevant experience; or,
• Bachelor’s degree in Business Administration, supply chain and logistics, international relations, or related fields from an accredited institution with three years of relevant professional experience.
• Training, diploma certificate on procurement (at least CIPS 2 or similar) and logistics will be a distinct advantage.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

EXPERIENCE

• Professional experience in public procurement and logistics.
• Experience oversight, contract review, advisory is desirable.
• Proficiency in MS office applications, SAP and/or ERP and knowledge of other applications such as Power BI, spreadsheet will be desirable.
• Excellent communications, teamwork and organizational skills with ability to manage multiple tasks simultaneously under time constraints; accurate and detail-oriented.

SKILLS

• Knowledge of UN and bilateral donor programming.
• In depth knowledge of the broad range of migration related subject areas dealt with by the Organization
• Knowledge of procurement, asset management process and procedures, financial rules, and regulations.

4. LANGUAGES

Fluency in English and Thai (oral and written)

5. DESIRABLE COMPETENCIES:

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service- oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge, and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring, and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.