Under the overall supervision of the Procurement and Logistics Officer in Pohnpei, Federated States of Micronesia and direct supervision of the Associate Procurement Officer and in collaboration with relevant units at Headquarters and the Administrative Centres, the supply chain assistant will be responsible and accountable for managing the resources management functions in Sub-Office in Koror, Palau.
Responsibilities
• Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.
• Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit.
• Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations.
• Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes.
• Review vendor invoices, prepare payment requests and coordinate with Finance the timely payment to suppliers/service providers.
• Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports.
• Conduct market surveys to identify potential new suppliers/service providers; participate in their evaluation regarding quality, prices and services in line with the organization’s best interests.
• Keep track of any contractual agreements and inform concerned parties for timely renewal; monitor office supplies and service and prepare requisitions when required and coordinate with Finance Unit the payment of utilities invoices.
• Prov
📌 Supply Chain Assistant (Palau)
🏢 IOM
📍 Palau