Supply Chain Assistant (National Position)

The Supply Chain Assistant will manage resource management functions in the Sub-Office in Koror, Palau, including procurement, vendor coordination, asset management, and logistics support. The role involves preparing tender documents, monitoring deliveries, maintaining records, and supporting transportation and office activities.

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
• 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 to all staff in the office on procurement related instructions and procedures
• 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
• 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
• 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
• Ability to establish realistic resource requirements to meet IOM needs
• Fluency in English (oral and written) is required

Skills

• Procurement
• Logistics Management
• Supply Chain Management
• Implementation Coordination
• Asset Management
• Report Preparation
• Negotiation
• Resource Planning
• IOM Procurement Rules
• Computer Literacy

Languages

English