Under the overall supervision of the Chief of Mission (CoM) and direct supervision of the Resource and Management Officer (RMO), the incumbent will assist for supporting the procurement processes for the acquisition of goods and services that allow the development of the activities proposed for the execution of the objectives of IOM's Mission in Chile, in accordance with IOM’s regulations, rules and procedures.
1. Receive procurement and supply requisitions and makes sure all are approved prior to procuring;
2. Prepare/maintain Vendor Database and ensure vetting of all vendors.
3. Prepare and maintain procurement files for all contracts and vendors entered into by IOM. Contract files should be complete and additional information updated.
4. Follow up with suppliers on the timely and proper delivery of the Goods/ Services;
5. Maintain a tracker of the completed projects and track procurement documents required for their closure.
6. Coordinate with the receiving unit on Goods/Services and other required documents to be received and obtain satisfactory delivery notes and invoices;
7. Follow- up with providers for the timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery;
8. Conduct first review of vendor invoices to verify compliance with order and goods received;
9. Prepare payment requests and follow up on the timely payment to suppliers/ service providers;
10. Assist in preparing documentation like contracts, payment requests, purchase requisitions and puchase orders etc.
11. Submit all financial documents to the finance department by the stipulated date;
12. Assist with procurement process for LTAs and bid processess in accordance with IOM’s regulations, rules and procedures.
13. Perform any other duties as may be required from time to time.
Education
Experience