Back Supply Chain Associate - Global Stocks

The International Organization for Migration (IOM) is the UN Migration Agency. With 174 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to: 

1.         Assist in meeting the operational challenges of migration and mobility. 

2.         Advance understanding of migration issues;

3.         Encourage social and economic development through migration; 

and 

4.         Uphold the human dignity and well-being of migrants and mobile   populations. 

IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. 

IOM’s Regional Office for the Latin America and the Caribbean in Panama city supports and monitors the following countries: Argentina, Bahamas, Barbados, Belize, Bolivia, Brazil, Canada, Chile, Colombia, Costa Rica, Cuba, Domica, Dominican, Ecuador, Guatemala, Guyana, Haiti, Honduras, Jamaica, Mexico, Nicaragua, Panama, Paraguay, Peru, Trinidad, United States of America, Uruguay and Venezuela through a team of specialists, the Regional Office supports the development, implementation, monitoring, reporting and evaluation of projects and initiatives undertaken by country offices and regional programs.

Under the technical/operational supervision of Global Supply Chain Officer based in Geneva, Switzerland, and the administrative supervision of the Procurement and Logistics Officer based in Panama, the Supply Chain Associate– Global Stock focal point will provide support in the implementation of the Global Stock and Warehousing for the Latin America and the Caribbean region.

1.         Contribute to ensuring all warehousing transactions comply with IOM internal guidelines.

2.         Assist in the coordination between the Supply Chain Division (SCD), Manila Supply Chain Unit (MSCU), and United Nations Humanitarian Response Depot (UNHRD) for all matters related to customs clearance, receiving, storing, packing, kitting, labeling, and dispatching of the Goods from/to the warehouse.

3.         Support stock replenishments by coordinating with SCD, MSCU, and the respective vendors for the timely delivery to IOM or UNHRD warehouses in Panama.

4.         Assist in coordinating stock release movements, international freight forwarding, documentation (Receiving Reports, payments, etc.) with the requesting missions.

5.         Process import documentation for tax and duty exemptions to ensure smooth delivery to IOM and/or UNHRD warehouses in Panama.

6.         File, track, and manage approved SWRs in line with IOM's policies and procedures, as well as updating the records in relevant platforms (e.g., MS Teams, PRISM, WAVE).

7.         Collaborate with Panama’s Protocol Department for export documentation related to stock releases.

8.         Support efficient and secure storage of goods according to available space and requirements. Coordinate with SCD for any future opportunities to increase our global stocks levels in Panama (i.e. UNHRD, etc).

9.         Ensure accurate recording of warehousing transactions per procedures and prepare documentation for auditing and verification purposes.

10.        Report inventory status, discrepancies, damages, and/or missing items to SCD's Emergency SC Unit in timely manner.

11.        Assist with the regular physical stock counts in collaboration with SCD and MSCU.

12.        Monitor warehouse readiness for smooth and rapid stock movements, including maintaining loadability and cargo details info, tracking shelves locations, stock cards, bin cards, etc.

13.        Maintain local LTAs with service providers for transportation and customs clearance as part of preparedness efforts.

14.        Participate in the weekly Global Prepositioning Network coordination meetings.

15.        Maintain an organized, accessible filing system for documents and records.

16.        Provide weekly updates on shipment delivery status to requesting missions until final delivery.

17.        Monitor and address potential bottlenecks, delays, challenges, issues, etc, with Freight Forwarders during shipments transit.

18.        Monitor and ensure compliance with safety, security, and environmental standards within the warehouse facility.

19.        Assist in developing and implementing warehouse best practices, including stock rotation, random quality checks, and preventive maintenance.

20.        Perform other related duties as may be required.

Education

• University degree in Business Administration, Procurement and Supply, Management or a related field from an accredited academic institution, with three years of relevant professional experience; or, 
• Completed Secondary education with five years of relevant professional experience. Specialized training on Warehousing and Logistics is an advantage.Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience
  • A minimum of three years of professional experience in procurement, administrative services or related area is required.
  • Experience working with contract management, or a related area, within the UN common system or in an international public organization, is desirable. 
  • Experience working with an ERP system in the area of purchasing and/or supply chain is desirable. 
  • A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable. 
  • Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful. 
  • Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.Skills
    • Team Player; ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds. 
    • The ability to meet deadlines and work under pressure. 
    • Personal commitment, efficiency, flexibility, drive for results.Languages
      • For all applicants, fluency in English and Spanish is required (oral and written).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 IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process. 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.