Supply Chain Assistant, Mosul

Context:

Under general guidance of the Chief of Mission (CoM)/DCoM, overall supervision of the Senior Resources Management Officer, the administrative supervision under Head of Office/Suboffice and technical supervision of Supply Chain Officer, the Supply Chain Assistant is responsible for the following

Core Functions / Responsibilities:

Logistics/Procurement Assistant is responsible for following

A) Resource Management Tasks:

1. Conduct overall logistical needs within the mission, including Purchases of vehicles, office equipment, furniture and consumables, property management, Assets Control, Supply, and Insurance related matters.

2. Assist to Senior Logistics coordinator in planning of procurement processes and analyses of purchasing trends. Identify logistical bottlenecks and propose the ways to fill in the gaps.

3. Prepare and conduct RFQs, PRs and BASs receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with IOM rules and regulations.

4. Coordinate and liaise with Project Managers regarding procurement and service requests and requirements, in order to consolidate overall mission procurement (or service) requirements and optimize purchasing power.

B) Procurement Tasks:

1. Plan and prepare procurement actions and analyze procurement requests, identify service providers, evaluate information regarding vendor’s performance regarding quality, prices delivery of equipment in respect of organizations best interests.

2. Act as a Procurement Purchase Processor in PRISM. Solicit bids or quotations, analyzing them for conformity to specified requirements, conduct appraisals and select suppliers, and confirm terms of payment. Prepare purchase orders and ensure receiving authorization by CoM, Senior Logistics Coordinator, according to Mission Permanent Instruction.

3. Update Vendors Master List, and regularly perform supplier selection and evaluation.

4. Follow-up on purchase order status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.

5. Perform regular inventory entries of purchased assets and maintain Inventory Data base in PRISM.

C) Finance related Tasks:

1. Ensure appropriate funds are available for purchases.

2. Ensure receipts are received when payment is conducted in cash. Request authorization of CoM, Resource Manager and Senior Logistics Coordinator regarding bank transfer payments.

3. Provide all necessary documentation to vendors regarding VAT and Customs Exemption and follow up. Whenever feasible ensure that mission gets duty free goods/services.

4. Manage logistics filling system.

D) Other Tasks:

• Any other duty within the incumbent’s capabilities as assigned by Chief of Mission.

Qualifications;

Education

• University degree in Procurement, Business Administration, Project Management or related filed from accredited academic institution with 4 years of relevant professional experience

• Completed High School degree from accredited academic institution with 6 years relevant professional experience.

Experience

• Professional experience with specific focus on local/international procurement, clearing & forwarding, VAT, GoY laws and regulations,

• fleet management experience and insurance management

• Experience in inventory/stock/supplies management.

• Experience working with an international organization or NGO in the procurement section

Skills

• Ability to work independently or with minimal supervision;

• Managerial skills are required (planning, organization and reporting).

• Good communication skills

• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds, ability to handle confidential matters

• Ability to meet deadlines and work under pressure.

• Good level of computer literacy, knowledge of SAP will be considered as an advantage.

• Personal commitment, efficiency, flexibility, drive for results

Languages

• English and Arabic are required.

• Any other language is an advantage.