Supply Chain Assistant (2 Positions), 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:

1. Conduct regular market survey and identify reliable suppliers in the Regional Office;

2. Monitor and coordinate all multifunctional logistics requirements for Erbil regional Office;

A) Procurement and logistical Tasks:

1. Support the conduct of procurement activities for projects through the JOC structure implementation in Iraq.

2. Ensure full compliance of procurement activities with IOM Field Procurement Manual, Financial Rules and Regulations, relevant Organizational Policies; donor regulations (when required)

3. Assist in transactional procurement including tendering processes, evaluation, contracting, payment conditions, and performance evaluation

4. Provide monthly reports to the Head of Regional Office and Senior Logistics Coordinator on procurement activities and implementation status.

5. Prepare and coordinate with Amman Support Cell the conduct of RFQs, PRs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with IOM rules and regulations.

6. Prepare and follow up on purchase orders for goods, GRN ,AWB and contracts for services

7. Support the JOC structure in their training arrangements within the Office, in terms of hotel bookings, transportation arrangement and invoice payments.

8. Regularly update Vendor Information Sheets (VIS) and elaborate supplier selection.

9. Maintenance and update of all procurement files and Procurement transaction tracking matrixes and sharing the matrix with Amman Support Cell.

B) Assets control Tasks:

1. Responsible for tracking & informing Amman Support Cell regarding Assets and Inventory movements of all expendable and non-expendable items.

2. Control that tags are affixed to the assets.

3. Ensure assets are located where they should be and used in IOM’s best interest.

4. Inform and coordinate with Amman Support Cell in terms of equipment write-offs for all IOM assets within the Office and ensure donated assets are duly registered.

5. Regularly update of assets assignment forms and inventory data bases.

C) Finance related Tasks:

1. Liaise with Amman Support Cell to 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. Manage logistics filling system in the assigned office

4. Ensure appropriate receipts are received when payment is conducted in cash.

D) Other Tasks:

• Any other duties as assigned by CoM/HoO.



Qualifications;

Education

• University degree in Procurement, Business Administration, Project Management or related filed from accredited academic institution with 3 years of relevant professional experience

• Completed High School degree from accredited academic institution with 5 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

Languages

• Fluency in English and Arabic are required;

• Any other language is and advantage.