Supply Chain Assistant

The Supply Chain Assistant will provide support for organizing procurement activities including obtaining quotations, tendering, purchase and delivery of goods and services, and providing logistic or procurement support to the programs/projects of IOM Indonesia. The role involves coordination with suppliers, monitoring deliveries, maintaining records, and supporting transportation and asset management.

Responsibilities

• 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
• Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit
• 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
• 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
• Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers; conduct vendor performance evaluation, as needed
• 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
• 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
• 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
• Provide technical information on procurement related instructions and procedures upon request
• Perform supply chain tasks related to property and asset management, warehousing, insurance coverage, maintenance, and transportation
• Support the coordination of transportation needs and drivers’ movements; verify all logbooks are properly maintained and monitor fuel consumption and vehicle’ maintenance records
• Monitor activities of contractors working on the office premises
• Support the organization of meetings, workshops and trainings
• Perform other duties as may be assigned

Requirements

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management 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
• Indonesian National with good knowledge of and experiences in procurement and logistic, administration and operational
• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage
• Experience working in an international organisation an advantage
• Ability to prepare clear and concise reports and to analyse and interpret source information and data
• Knowledge and experiences in SAP and/or ORACLE is an advantage
• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
• Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
• High level of computer literacy is required, Good knowledge of MS-Office, specifically Microsoft Excel
• Fluency in English and Bahasa Indonesia (oral and written)

Skills

• Procurement Procedures
• Logistics Management
• Supply Chain Management
• Vendor Management
• Report Writing
• Data Analysis
• SAP
• Oracle
• MS Excel
• Tendering
• Purchases Management
• Inventory Management
• Asset Management
• IOM Procurement Rules
• International Procurement
• Cost-effective Sourcing
• Transportation Coordination
• Operations Administration

Languages

English, Bahasa Indonesia