Supply Chain Assistant

Context:

Under the general guidance of the Chief of Mission (CoM) and Sr. Resource management officer (SRMO), and the overall supervision of the supply chain Officer and the direct supervision of the Senior supply chain Assistant in Baghdad, the incumbent will be responsible for carrying out procurement functions in accordance with IOM’s procurement regulations, rules and procedures.

Core Functions / Responsibilities:

1. Ensure that all incoming PRFs to supply chain Unit are checked, registered, tracked & updated.
2. Handle all Field office requests PRF, PO, contract and Payment voucher with proper track including e-filing in SAP and Share point.
3. Assist the Procurement and Logistic Unit in proper filling system
4. Maintain proper Market survey sheet and maintain a data base for estimated cost based on previous purchase.
5. Create a centralized filing system for all copies of contract, addendums and Deed of Donations treated for the Filed Mission
6. Control the inbox for the reception of physical quotations in the office, sort them out by RFQs reference for supply chain Officer actions,
7. Control the cleaning materials and reports monthly to the supply chain Office in case of replenishment,
8. Post Request for Quotation upon request of the supply chain Officer
9. Prepare and post all Requests for Quotations (RFQ), Request for Proposal (RFP) under the guidance of the supply chain Officer,
10. Prepare and submit to Finance Unit all payment requests related to Utility Bills, Internet Bills, and Landlines Bills before end of the closure of the Month.
11. Prepare tracking for each dispatch by coordination with destination sub-office and get the proper confirmation and status of the arrived goods, ensure appropriate funds are available for purchase.
12. Develop a centralized tracking system either electronically or physically for all PRFs and POs received and posted in Procurement Unit in specific files for easy reference,
13. Monitor and supply offices supplies and cleaning materials on a quarterly basis,
14. Ensure, through established procedures that all received goods / works / services are in accordance with the terms and specifications of the respective PO/Contracts, and make sure that the suitable delivery period which meets the projects implementation schedule.
15. Registration of all IOM assets into PRISM, and/or are disposed with accordance to IOM procedures and regulations, and make sure that all the needed forms are signed by the staff upon assigning/releasing assets.
16. Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioner upon services/works are rendered and/or the goods are received.
17. Conduct and follow up the fuel consumption for the generators. Communicate with the generators’ technician with regards to the generator’s maintenance.
18. Perform any other duties as assigned by Procurement officer or Head of supply chain.

Education

• University degree in Procurement, Business Administration, Project Management or related filed from accredited academic institution with 2 years of relevant professional experience
• Completed High School degree from accredited academic institution with 4 years relevant professional experience.

Experience & Technical

• Professional experience with specific focus on local/international procurement, clearing & forwarding, VAT, GoY laws and regulations,
• fleet management experience and insurance management
• Experience in inventory/stock/supplies management.
• Experience working with an international organization or NGO in the procurement section

Languages

• English and Arabic are required.
• Any other language is an advantage.

Required Competencies

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

• Values – all IOM staff members must abide by and demonstrate these three 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.

While this vacancy is open to both Internals and Externals, priority shall be given to qualified Internal applicants.

Interested candidates are invited to submit their applications via a link:

http://iraqkobo.iom.int:8081/x/#Lk0LjQg0

For an application to be considered valid, IOM only accepts online profiles duly completed. Only shortlisted candidates will be contacted.