Supply Chain Assistant

Job Description

The Coastal States Stability Mechanism (CSSM) is a program focused on strengthening local state presence in northern Ghana, Benin, and Togo, areas susceptible to violent extremist expansion from the Sahel. Funded by the German Federal Foreign Office (GFFO), the Ministry of Foreign Affairs of the Kingdom of the Netherlands (MINBUZA), and the UK’s Foreign, Commonwealth & Development Office (FCDO), CSSM is implemented by the International Organization for Migration (IOM).

CSSM aims to achieve three primary outcomes: enhancing civil security, expanding government delivery of essential services, and reducing local instability risks through improved social and economic conditions. The program collaborates with government partners and communities in identified priority areas, promoting national leadership and inter-agency cooperation.

Responsibilities

• Identify and vet local service providers.
• Evaluate vendor performance based on quality, pricing, delivery, and adherence to organizational requirements.
• Collaborate with intergovernmental and non-governmental agencies to leverage their procurement networks.
• Coordinate procurement and logistics planning with the Senior Resources Management Officer and Supply Chain Officer for IOM Ghana.
• Confirm payment and delivery terms to prepare Purchase Orders (POs).
• Obtain necessary authorizations before releasing orders.
• Monitor PO status and track goods availability or any changes affecting pre-determined conditions.
• Track and report on service provision status.
• Assist the Supply Chain Officer with asset inventory tracking.
• Maintain organized procurement and filing systems, and support record-keeping management for projects.
• Manage regular voucher inventory and retrieval from vendors for record-keeping and payment processing.
• Oversee the clearance of international orders and coordinate exemption requests with the Ministry of Foreign Affairs (MOFA).
• Arrange staff relocations for arrivals and departures.
• Undertake any other assigned duties.

Qualifications

Education

• University degree in Supply Chain, Business Administration, Management, or a related field from an accredited institution, coupled with 3 years of relevant professional experience.
• Alternatively, a High School diploma from an accredited institution with 5 years of relevant professional experience.
• Certified training in supply chain management is considered an advantage.

Experience

• Previous experience in supply chain management, with at least one year in an IOM, UN system, or international organization setting being advantageous.
• Experience with procurement processes in international and/or government contexts.
• Proficiency in the WAVE system and MS Office applications (Word, Excel).
• Familiarity with other applications like PowerPoint and Visio is a plus.

Languages

• Fluent in English (spoken and written) is mandatory.
• Working knowledge of French is an advantage.

Values and Competencies

The incumbent is expected to embody IOM's core values:

• Inclusion and Respect for Diversity: Valuing and promoting individual and cultural differences.
• Integrity and Transparency: Upholding high ethical standards and adhering to organizational principles.
• Professionalism: Demonstrating competence, commitment, and sound judgment.
• Courage: Willingness to advocate for important issues.
• Empathy: Showing compassion and ensuring fair and respectful treatment of others.

Core Competencies include:

• Teamwork: Fostering collaboration to achieve shared objectives.
• Delivering Results: Producing high-quality outcomes in a timely, service-oriented manner.
• Managing and Sharing Knowledge: Continuously learning, sharing expertise, and innovating.
• Accountability: Taking ownership of priorities and responsibilities.
• Communication: Promoting clear, open communication and inspiring engagement.