Procurement Assistant

The Procurement Assistant is responsible for handling purchasing activities, maintaining supplier rosters, screening goods quality, preparing purchase orders, negotiating quotations, and managing inventory and assets in compliance with IOM procurement policies. The role also involves coordinating with the Manila Supply Chain Unit and supporting travel and hotel reservations.

Responsibilities

• Handling the purchasing activities of supplies and services.
• Maintaining a roster of suppliers following IOM procurement policies.
• Screening quality and specification of goods delivered and costs charged by the suppliers.
• Reviewing purchase requests and preparing purchase orders to local suppliers.
• Negotiating and obtaining competitive quotations with suppliers through requests for quotations and Internet searches.
• Preparing Bids Analysis Summary (BAS) and obtaining necessary approvals in compliance with the IOM procurement policy (IN168 Rev 3).
• Controlling stocks of stationery and office supplies; making replacement of stationery used by projects/mission and maintaining at all times a full inventory list.
• Maintaining a list of equipment on loan to staff and following up on the returns of such equipment to office.
• Procuring equipment, vehicles, plaques, stationery and office supplies and arranging the dispatch of office supplies, medicine, medical supplies, spare parts as requested.
• Attending to visits of various suppliers and informing his/her direct supervisor.
• Coordinating with Manila Supply Chain Unit (MSCU) on procurement questions and provide practical input to the MSCU (if any).
• Monitoring/reserving and arranging equipment and other necessary facilities for use as well as maintaining and controlling the Mission’s assets.
• Making travel and hotel reservations, when necessary.
• Performing such other duties as may be assigned.

Requirements

• Diploma with minimum four years of relevant work experience or Bachelor's Degree from an accredited institution with minimum two years of relevant work experience in the field of Business Administration, Accounting, Procurement or Database Management.
• Experience working as Administrative Assistant in a department with multiple functions (Finance, HR, Procurement, ICT) is preferable.
• Experience in working with international humanitarian organizations or government institutions in a multi-cultural setting is an advantage.
• Good writing, communication, and computer skills.
• Creative and pro-active and has good organizational skills.
• Team-work oriented, high level of integrity, with capacity to work independently.
• Ability to work under pressure, and complete tasks in a timely and accurate manner.
• Fluency in English and language of country where incumbent is working are required (oral and written).
• External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

Skills

• Procurement
• Purchase Order Preparation
• Supplier Management
• Quotation Negotiation
• Inventory Management
• Asset Management
• Compliance with Procurement Policies
• Travel and Hotel Reservation Support
• Administrative Assistance
• Business Administration
• Accounting
• Database Management
• Multi-functional Department Support
• Working with International Institutions
• Writing Skills
• Computer Skills
• Organizational Skills

Languages

English, Malay