Supply Chain Assistant – International Organization for Migration

1. 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. 2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit; may participate in the evaluation process and provide technical inputs. 3. Monitor status of open purchase requisitions (PR) and purchase orders (PO) and follow up on the timely delivery of goods and services; upon delivery and ensure proper recording in the system and timely updating of the reports as and when needed. 4. Review vendor invoices, prepare payment requests and follow-up with Finance the timely payment to suppliers/service providers. 5. 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. 6. Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and follow-up with Finance Unit the payment of utilities invoices. 7. Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities. 8. Provide briefings and technical guidance to all staff in the office on procurement & Logistics related instructions and procedures, this may extend also to IOM Implementing partners. 9. Monitor office supplies including stock room management and keep a record of supplies distribution and timely stock replenishment. 10. Create and maintain physical and electronic records of all documentation through the supply chain cycle in accordance with IOM instructions and procedures; retrieve, present, and analyze information from the system and prepare periodic reports highlighting issues that require attention. Keep relevant tracking matrixes up to date. 11. Assist in the regular asset management, including physical Mission assets' inventory, timely assets disposal exercise, transfer of Assets, beneficiary assets management, monthly asset reports preparation, and support duly coordination with SCO. 12. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and organize the required authorizations. 13. Perform other tasks assigned by the supervisor.