National Supply Chain Officer

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
 

Under the overall supervision of the Head of Resources Management (HoRM) and direct supervision of the Supply Chain Officer (SCO), and in close collaboration with the Regional Office for Damascus, and in coordination with the Supply Chain Division at Headquarters (HQ), the Supply Chain Officer will be responsible and accountable for supporting supply chain activities, guided by Supply Chain Management (SCM) objectives to deliver quality goods/services to the beneficiaries at optimal price and in a timely manner.

1. Assist in monitoring and following up on logistics and procurement activities within Damascus, including property and assets control, supply, and contractual agreements for goods, services and maintenance.
2. Support planning, coordination, implementation, and monitoring of procurement and logistics needs in Damascus office.
3. Liaise with the Senior Logistics and Procurement Officer and procurement units in the field offices regarding procurement, logistics and service requirements, assist in consolidating overall procurement (or service) requirements and identifying options to improve efficiency in line with established procedures.
4. Assist in reviewing procurement requests, identifying potential providers, and gather information regarding vendor performance in terms of quality, prices, and delivery of goods in line with the Organization’s best interests and donor requirements.
5. Process procurement transactions in accordance with IOM procurement rules and regulations as well as the mission’s procurement instructions.
6. Assist in preparing tendering and bidding documents, issuing calls for proposals, soliciting bids and quotations, participating in the evaluation and selection of vendors, confirming terms of payment, and finalizing contractual terms.
7. transactions and analyze them for conformity with specified requirements in coordination with supervisors.
8. Ensure sourcing and collection of valid credentials and other supporting documents needed to accredit vendors/contractors before any contractual actions are taken.
9. Follow up on purchase orders status and keep project managers and requisitioners informed of estimated delivery times or any changes that may affect the delivery; ensure received goods/services meet purchase order specifications, and that all goods are in good condition.
10. Ensure that the “Goods Receipt Notes” are acknowledged by the requisitioner when the services/works are rendered and/or the goods are received, before processing the respective payments.
11. Ensure all Purchase Requisitions (PRs) and Purchase Orders (POs) are accurately recorded into the system in a timely manner.
12. Maintain the database of vendors and contractors’ accreditation and evaluation status to ensure a pool of reliable service providers.
13. Assist in asset disposal processes in coordination with CAS in MAC and ensure appropriate records are kept in the file including the duly signed Deed of Donations.
14. Support the establishment and maintenance service agreements and LTAs with competent vendors, when feasible and cost effective, in coordination with supervisors.
15. Coordinate with the Finance Department on accounting requirements concerning payment procedures, WBSs, accounts closure, vendors’ accounts, and advance payments.
16. Support the preparation and maintenance of lease agreements with landlords, ensuring contractual terms are followed.
17. Follow up on open PRs/POs, beneficiary assets, and unposted assets on a monthly basis.
18. Monitor local markets for price and product updates.
19. Update and manage the archiving system with proper labels; ensure all procurement files are documented and arranged for secure and systematic filing of logistics-related documents, POs, contracts, lease agreement, and LTAs.
20. Supervise and provide on-the-job guidance and training to assigned staff, ensuring duties and responsibilities are carried out in line with established procedures.
21. Perform any other related duties as may be assigned. Education
    • Bachelor’s degree in Supply Chain Management, Business Management or a related field from an accredited academic institution with two years of relevant professional experience; or
    • Master’s degree in the above fields. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Work experience in supply chain, procurement, or logistics, preferably with international humanitarian organizations, non-government organizations in a multi-cultural setting.
      • Good knowledge of supply chain, administration, and evaluation techniques and practices.
      • Demonstrated ability to communicate with a wide variety of audiences.
      • Ability to work well under pressure and meet deadlines.
      • Good communication and interpersonal skills.
      • Good level of computer literacy, including database applications; experience with ERP systems is an advantage.
      • Experience in supervising staff and coordinating administrative activities. Skills
        • Good knowledge of IOM/UN internal procurement and financial rules, as well as related systems and processes.
        • Proficiency in MS Office applications; familiarity with SAP is an advantage. Languages
          • Fluency in English and Arabic is required (oral and written). IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   Values - all IOM staff members must abide by and demonstrate these three values:
          • Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
        • Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
      • Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
    • Courage: Demonstrates willingness to take a stand on issues of importance.
22. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 2)
23. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.