Supply Chain Associate

Details

Mission and objectives

IOM DEU organization mission TBD

Context

This UN assignment is part of IOM’s Country Office in Germany, and based in our sub-office in Kaiserslautern, where IOM is engaged in a humanitarian project, carried out with different partners on the ground.

Task description

Within the delegated authority and under the supervision of Senior Logistics Associate or his/her designated mandated representative(s), the UN Volunteer Logistics Associate will: • Provides procurement, logistical 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 logistical 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; • Any other related tasks as may be required or assigned by the supervisor. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/expected outputs: • As an active IOM team member, efficient, timely, responsive, client-friendly and high-quality support rendered to IOM and its beneficiaries in the accomplishment of her/his functions, including: o Provide procurement, logistical and administrative support to support the sub-office’s operational activities; o Operate in line with IOM procurement regulations, rules and policies • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.