Асистент/ка Ланцюгу Поставок / Supply Chain Assistant

Posting Description for Internal Candidates

Short Description for Internal Candidates

Under the overall supervision of Chief of Mission in Ukraine and the the Supply Chain Officer and the direct supervision of the National Supply Chain Officer, and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Supply Chain Assistant will be responsible and accountable for managing and supporting the Mission’s Resources Management Unit.

Description for Internal Candidates

Responsibilities for Internal Candidates

Procurement

1. Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit.
3. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
4. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
5. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
6. Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports.
7. Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
8. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.
9. Provide technical information to all staff in the office on procurement related instructions and procedures.
Logistics
10. Perform logistics tasks related to property and asset management, warehousing, insuranceь coverage, maintenance, and transportation.
11. Support inbound and outbound warehouse operations, including the receipt, storage, and dispatch of goods; participate in regular physical stock counts and report on discrepancies.
12. Monitor activities of contractors working on the office premises.
General
13. Support the organization of meetings, workshops and trainings.
14. Perform such other duties as may be assigned.

Qualifications for Internal Candidates

EDUCATION

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management, Law, Economics or a related field from an accredited academic institution with two years of relevant professional experience; or
• High school diploma with four years of relevant professional experience
• Certification in Procurement, Logistics or Supply Chain Management is an advantage.

EXPERIENCE

• Experience in procurement and logistics and working with vendors and service providers;
• Experience with asset management process;
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage
• Experience working in an international organisation an advantage.

SKILLS

• High level of computer literacy
• Knowledge of Oracle ERP (Wave) highly desirable
• Ability to work with national and international staff and institutions;
• Ability to prepare clear and concise report;
• Excellent communication and negotiation skills.

Posting Description for External Candidates

Short Description for External Candidates

Under the overall supervision of Chief of Mission in Ukraine and the the Supply Chain Officer and the direct supervision of the National Supply Chain Officer, and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Supply Chain Assistant will be responsible and accountable for managing and supporting the Mission’s Resources Management Unit.

Description for External Candidates

Responsibilities for External Candidates

Procurement

1. Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit.
3. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
4. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
5. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
6. Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports.
7. Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
8. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.
9. Provide technical information to all staff in the office on procurement related instructions and procedures.
Logistics
10. Perform logistics tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
11. Support inbound and outbound warehouse operations, including the receipt, storage, and dispatch of goods; participate in regular physical stock counts and report on discrepancies.
12. Monitor activities of contractors working on the office premises.
General
13. Support the organization of meetings, workshops and trainings.
14. Perform such other duties as may be assigned.

Qualifications for External Candidates

EDUCATION

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management, Law, Economics or a related field from an accredited academic institution with two years of relevant professional experience; or
• High school diploma with four years of relevant professional experience
• Certification in Procurement, Logistics or Supply Chain Management is an advantage.

EXPERIENCE

• Experience in procurement and logistics and working with vendors and service providers;
• Experience with asset management process;
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage
• Experience working in an international organisation an advantage.

SKILLS

• High level of computer literacy
• Knowledge of Oracle ERP (Wave) highly desirable
• Ability to work with national and international staff and institutions;
• Ability to prepare clear and concise report;
• Excellent communication and negotiation skills.

Interested candidates are invited to submit their applications ONLY through this link View the external job posting by 26 January  the latest. Applications submitted in any other manner will not be considered. 

Only shortlisted candidates will be contacted.