Supply Chain Associate
Qualifications:
- Location: Farchana
- Vacancy No: 17554
- Salary: N/A
- Organization: IOM International Organization for Migration
- Deadline: 23/11/2025
Brief details:
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.
Context
Under the general supervision of the Resources Management Officer (RMO) in Chad and the direct supervision of the Supply Chain Manager, the incumbent will be responsible for organizing procurement activities, including obtaining quotations, tendering, purchasing and delivering office supplies and equipment, and providing logistical and administrative support to projects, as well as preparing payment requests, reports and data entry.
RESPONSIBILITIES
- Receive all purchase and supply requests and ensure that they are all approved before proceeding with the purchase using the IOM authorization matrix applicable to the Office.
- Process purchase requests (PRs) and requests for quotations (RFQs) with the supplier(s), prepare bid analysis summaries (BASs), and then finalize the purchase order (PO) via the PRISM system using the materials management module (MM). Ensure that purchase orders are delivered to suppliers and vendors and that their signatures are obtained.
- Receive all purchase and supply requests and ensure that they are all approved before proceeding with the purchase using the IOM authorization matrix applicable to the Office.
- Process purchase requests (PRs) and requests for quotations (RFQs) with the supplier(s), prepare bid analysis summaries (BASs), and then finalize the purchase order (PO) via the PRISM system using the materials management module (MM). Ensure that purchase orders are delivered to suppliers and vendors and that their signatures are obtained.
- Ensure that all purchases are made in accordance with IOM procurement rules and implement appropriate mechanisms to prevent fraud and ensure transparency in addition to IOM procurement rules and regulations.
- Provide a monthly checklist of open commitments and follow up with relevant colleagues to ensure timely closure of all PRs and POs in the PRISM system.
- Manage profitable procurement services in the area of long-term contracts and agreements (LTAs) in support of IOM Benin operations.
- Ensure that assets (IOM and beneficiaries) are created in PRISM via MM before the contract is awarded and acquired and transferred, deactivated once the project is completed.
- Advise project assistants and managers on the offers collected and the best goods/services to acquire.
- Follow up with suppliers and ensure timely delivery of requested supplies and materials, and keep relevant project staff informed of delivery status.
- Coordinate with the receiving unit the goods/services to be received and obtain satisfactory delivery notes and invoices from the receiving unit.
- Maintain an effective filing system for all documents, reports and purchase files, offers, bids, etc. and ensure that it is regularly updated.
- Compile with the help of the NPLO a comprehensive database of reliable vendors, service providers, and contractors that could be used in Benin and conduct semi-annual reviews of supplier performance, identify specialist supplier opportunities, and implement supplier accreditation processes where appropriate.
- Coordinate with the Finance Department to ensure that prior to the final order and delivery of equipment/materials, the project code, account code and budget line have been determined.
- Keep a record of office supplies and conduct periodic inventories to ensure that stationery and cleaning products are replenished in a timely manner.
- Providing logistical support to projects, including, but not limited to, identifying suitable venues for training/workshops, assisting program assistants in preparing and compiling training materials, etc.
- Prepare service contracts according to requirements and ensure that the LEG department in Geneva has reviewed and approved the agreements/contracts before they are signed.
- Liaise with suppliers and manufacturers for the repair and warranty of damaged equipment.
- Coordinate the driver’s tasks.
- Plan, organize and coordinate the transport needs of the Benin support office and ensure effective and efficient allocation of IOM vehicles and chartered transport.
- Undertake other tasks that may be assigned from time to time and that are proportionate to the position.
QUALIFICATIONS
Education
- University degree in business administration, accounting or a related field from an accredited educational institution, with three (3) years of relevant professional experience in the field of purchasing and logistics.
- High school diploma from an accredited educational institution, with five (5) years of relevant professional experience.
- A certification in procurement, logistics or supply chain management is an advantage.
Experience
- In-depth knowledge of IOM policies, rules and regulations relating to procurement and logistics.
- Experience performing tasks related to procurement and supply chain management with one year in a United Nations system or multicultural organization will be an asset.
- Excellent communication and negotiation skills.
- Demonstrated ability to maintain integrity in the performance of assigned responsibilities.
- Ability to pay close attention to detail, take initiative, and work with minimal supervision.
- Computer skills, including MS Office applications such as Word, Excel, etc.
- Professional experience with the SAP procurement module is an asset.
Languages
- For all candidates, fluency in French and English is required (spoken and written).
- Local Arabic or any other spoken languages would be considered an asset.
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:
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.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioral indicators (Level 1)
- Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
- Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioral indicators (Level 1) (applicable only if position is with direct reports)
- Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to recognize their own shortcomings.
Notes
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.