Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), UN Volunteers with at least twelve (12) months of continuous service in IOM, and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.
Organizational Context and Scope
Under the overall supervision of the Resource Management Officer (RMO) in the Dominican Republic and the direct supervision of the Procurement Logistics Assistant; and in collaboration with the relevant Country Office units, the Supply Chain Assistant will be responsible for the following functions in the Dominican Republic Country Office:
1.Receive and consolidate all procurement requisition forms by verifying the completeness of the required information in accordance with the Purchase Authorisation Matrix and other office instructions and obtain any necessary additional information.
2.Assist supervisors in more complex, higher-value purchases.
3.Prepare tender documents, solicit bids and quotations as applicable, prepare bid analysis summary and share it with the requesting unit. Support in the evaluation process and provide technical inputs. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorisations.
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 the timely payment to suppliers/service providers with Finance.
6.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 draft periodic reports highlighting issues that require attention.
7.Conduct market surveys to identify potential new suppliers/service providers. Participate in their evaluation regarding quality, prices and services in line with the organisation’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 briefing and technical guidance to all staff in the office on procurement related instructions and procedures.
10.Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
11.Coordinate fleet operations activities including preparation of daily vehicle schedule, monitoring of vehicle logbooks, and coordination of vehicle maintenance.
12.Provide training and guidance to the junior SCM staff of CO, while monitoring, evaluating and supporting their professional and career development.
13.Perform such other relevant duties as maybe assigned.
Education
High School diploma with five 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; and,
•Experience working in an international organisation an advantage.
Skills
•High level of computer literacy;
•Ability to work with national and international institutions;
•Ability to prepare clear and concise report;
•Excellent communication and negotiation skills; and,
•Ability to establish realistic resource requirements to meet IOM needs.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in English and Spanish is required (oral and written).
DESIRABLE
Working knowledge of French
Required Competencies
Notes
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, accreditation, any residency or visa requirements, security clearances.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
No late applications will be accepted. Only shortlisted candidates will be contacted.