Expedited SVN _ Supply Chain Associate

Under the overall supervision of the Head of Supply chain Unit and direct supervision of the Supply Chain Officer (SCO), and in close collaboration with the CO Programme Managers, the successful candidate will be responsible for supply chain activities, guided by Supply Chain Management (SCM) objectives to deliver quality goods/services to the beneficiaries at optimal  price and in a timely manner.

. The Supply Chain Associate will support the coordination and implementation of supply chain activities within the Country Office, including procurement, logistics, and information management. The role involves assisting in planning and reporting, managing vendor relationships, ensuring compliance with procurement policies and procedures, and maintaining transparency and efficiency in all supply chain operations. The incumbent will also contribute to strengthening internal controls and providing technical support for bidding and tendering processes.

1. Assist with coordination and monitoring of all supply chain management related tasks and activities, including planning, budgeting, scheduling and provision of goods and services needed by the CO. Prepare regular progress reports, statistical information and briefing notes, as required.
2. Assist with the supply chain activities in the CO, including planning, procurement, logistics informaiton management and reporting, and provide  support to the relevant staff with respect to the related policies, rules and regulations.
3. Review procurement requests, identify service providers, and evaluate information regarding vendor’s performance in terms of quality, prices, and timely delivery of goods/services. Maintain a pool of qualified vendors.
4. Solicit bids, quotations and tender documents, oversee bidding process and provide support for executing the procurement transactions, analyze the offers assuring conformity to specified requirements; conduct appraisals and select suppliers, and confirm terms of payment; prepare purchase orders and ensure receiving authorization in line with the CO’s delegation of authority (DOA) matrix.
5. Liaise  with the programme management and provide technical support in preparing and issuance of “Call for Proposals” and bidding documents for the tendering processes of the programmes/projects. Ensure bidding processes are conducted fairly, transparently and in accordance with the existing procurement rules and regulations.
6. Contribute with the establishment and implementation of robust appropriate internal control mechanisms for Supply Chain Management process to safeguard the Organization’s assets and prevent fraud, while ensuring that country specific administrative procedures are in place and followed in accordance with the Organization’s rules and regulations.
7. 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.
8. Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
9. Create and maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve, present and analyse information from the system and prepare periodic reports highlighting issues that require attention.
10. 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.
11. Provide briefing and technical guidance to all staff in the office on procurement related instructions and procedures.
12. Perform such other duties as may be assigned.

EDUCATION

• University Degree in Business Administration, Management, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or,
• High school diploma with five years of relevant professional experience
• Certification in Procurement, Logistics, Asset Management or Supply Chain Management is an advantage

EXPERIENCE

• Experience providing support to supply chain management, asset management and logistics and working with vendors and service providers.
• Experience with asset management process.
• Experience working with IOM/UN Supply chain, asset management and Logistics Rules and Procedures is an advantage
• Experience working in an international organisation in a multi-cultural setting an advantage.

SKILLS

• High level of computer literacy
• Knowledge of ERP system/ORACLE highly desirable
• Ability to work with national and international institutions.
• Ability to prepare clear and concise report;
• Demonstrated ability to and exercise sound judgment;
• Excellent communication and negotiation skills