Supply Chain Associate

**VACANCY NOTICE - Multiple Positions**

**Position Title : Supply Chain Associate**

**Duty Station : Kaiserslautern, Germany**

**Reference Code : VN-DE2-2023-06-EXT**

**Classification : General Service Staff, G5**

**Type of Appointment : One Year Fixed-Term Contract - (40hrs/week) with possibility of extension**

**Estimated Start Date : As soon as possible**

**Closing Date : 16 November 2023**
- **Context**:_

Established in 1951, the International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration and uphold the human dignity and well-being of migrants affected by the ongoing emergency.

IOM’s operations cover diverse thematic areas such as: Humanitarian Relief Assistance, Protection (including Gender based Violence and Child Protection), Shelter and Non-food items, Health and Psychosocial Support, Resettlement, and Movement Management.

Under the overall supervision of the Head of Office, the direct supervision of the Senior Supply Chain Associate and in close coordination with relevant units at Headquarters and the Administrative Centres, the incumbent will be responsible and accountable for the following:

- **Core Functions / Responsibilities**:_
- Provides procurement, logístical and administrative support to the country office Germany and, as needed, to other IOM entities supported administratively by the country office;
- Provides input to the preparation of procurement plans;
- Monitor proper control of assets in the office by preparing inventory reports and performing inventory and physical verification check-ups;
- In line with the IOM procurement regulations, rules and polices, supports the organization of procurement processes including preparation of requests for procurement, receipt of quotations, bids or proposals and their preliminary evaluation, obtains additional information/documentation as required and determines the availability of vendors;
- In line with the IOM procurement and contracting regulations, rules and polices, prepares the purchase orders and service agreements/contracts in and outside of the material management system, prepares recurring purchase orders for contracting of services, vendor creation and the maintenance of the filing (both digital and hardcopy) system in the procurement unit;
- Assists project management and other relevant units in purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action;
- Supports the processing of travel authorizations in line with travel entitlements for staff, consultants, and meeting participants, ensuring that travel arrangements follow the IOM instructions of most direct and economical route;
- Contacts designated service providers in case of re-bookings and cancellations;
- In consultation with the direct superior, supports project management in the coordination of event logístical planning and arrangements, including event venue/accommodation, services (audio, translation etc.);
- Supports any event related procurement process (hotels, service providers);
- Schedules and plans meetings and appointments;
- Monitors level of office supplies and handles shortages;
- Resolves office-related malfunctions and responds to requests or issues;
- Perform other duties as required.
- **Required Qualifications and Experience**_

**Education**

Bachelors’ degree (or higher) in Business or Public Administration, Logistics or a related field from an accredited academic institution, with at least three years of relevant professional experience, preferably in similar roles; or,

Completed High School degree from an accredited academic institution, with at least five years of relevant working experience, preferably in similar roles.

**Experience**
- Procurement and/or administrative experience in a similar role;
- Experience with and knowledge of administrative procedures of a national and/or international non-governmental organization is an advantage;
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

**Skills**
- Strong interpersonal and teamwork skills;
- Strong negotiation skills;
- Proven ability to establish and maintain effective working relationships with persons of diverse cultural and national backgrounds;
- Discreet, details and clients-oriented, patient and willingness to learn new things;
- Attention to detail, ability to organize paperwork in a methodical way;
- High level of computer literacy in standard MS products with specific proficiency in MS Excel is require