Supply Chain Associate

International Organization for Migration

Verify that local procurement procedures are in place and followed in accordance with the IOM s procurement policy and other related regulations and procedures.

Provide support, advice, and assistance in procurement of goods/services for the Mission. Provision on the best option in local and international markets, and optimize purchasing power.

Undertake the day-to-day operation of the following services:

• Receive Purchase Request Form (PRF) and ensure that all necessary information concerning specifications, justifications, WBS and expected delivery dates are correct;
• Identify potential vendor and issues Request for Quotations (RFQ);
• Analyse, evaluate and compare the quotations on Bids Analyses Sheet (BAS); and recommend to the relevant requester. Award orders to the selected vendors who are able to meet specifications at their best offer;
• Prepare Purchase Order (PO) inclusive necessary information on asset codes, specification, quantity, process, delivery dates, payments and vendor contract details;
• Receive and inspect goods/services according to PO specifications and that all goods are in the good condition;
• Onward delivery to final destination;
• Ensure all related supporting documents for internal and cross-border transshipment are fully obtained;
• Prepare payment requests and follow up with finance;
• Obtain approvals as required by the matrix;
• Properly record and indicate the above process in PRISM as required;
• Make e-copies of procurement and logistics documents/archiving

Follow up on purchase orders status and keep the requester informed of the estimated time of delivery or any changes that may affect or modify the predetermined delivery condition;

Organize shipments, courier services, customs clearance arrangement, preparation of relevant supporting documentation, and all related necessary coordination with the authorities, implementation, and follow-up actions.

Monitor office supplies including stock room management and keep a record of supplies distribution and timely stock replenishment.

Provide procurement support to all fleet-related requests, including vehicle maintenance schedule, purchasing of the equipment, insurance coverage, etc.;

Regularly check and update of Mission insurance coverage, logistics-related agreements and lease agreements to ensure timely renewal.

Ensure appropriate monthly closure of open POs and PRs, and unacquired assets through PRISM;

Assist in drafting service agreements according to IOM standard templates and liaise with LEG department in getting checklist or approval code

Maintain the filling system of Procurement & Logistic documents and update the tracking system accordingly

Perform other duties as may be assigned.