National Supply Chain and Government Liaison Officer

International Organization For Migration (IOM); Kuala Lumpur; On-site; MYR 150,000 - 200,000; Full time

Job summary

A leading international organization for migration is seeking a National Supply Chain and Government Liaison Officer in Kuala Lumpur. The successful candidate will manage procurement processes, provide operational support, liaise with government entities, and ensure compliance with relevant regulations. You will oversee logistics procedures, guide staff on procurement policies, and support asset management within the organization. This role is vital for maintaining effective operations and fostering collaboration with government partners.

Qualifications

• Experience in procurement and logistics.
• Knowledge of local market conditions.
• Ability to supervise and train staff.

Responsibilities

• Support procurement planning and implementation.
• Liaise with Finance to verify orders.
• Conduct inspections for compliance.

Job description

Overview

National Supply Chain and Government Liaison Officer. Under the overall supervision of the Chief of Mission and direct supervision of the Head of Resources Management, and in close collaboration with Programme Managers, the incumbent will provide operational support to the Mission’s Procurement and Logistics Unit and assist with government liaison-related processes.

Responsibilities

• In coordination with the Project Manager and Head of Resources Management, support the planning and implementation of procurement and contractual activities for projects including the procurement of services and commodities (e.g. information technology, electronic equipment and instructions, vehicles, medicines, foodstuffs, building lease, maintenance of material, office supplies, construction, furniture, air charter, freight and forwarding, etc.) taking into account local market conditions.
• Provide support and guidance to requisitioning units on procurement procedures and available options, in line with IOM Procurement Manual and Delegation of Authority.
• Liaise with the Finance Department to verify that prior to the final ordering and delivery of any equipment/materials, the project ID, account code and budget line item have been determined.
• Support the inspection process for supplies, services and equipment purchased to ensure conformance with specifications. With reference to Purchase Orders, process receipts in the system upon confirmation from requisitioners.
• Provide procedural support to offices and units on procurement-related policies, rules and standard operating procedures.
• Supervise and provide training to procurement and logistics staff. Support tenders and ensure that competitive bidding processes are followed and that all procurement actions are conducted fairly and impartially. The evaluation process includes reviews of quality, compatibility, payment method, warranty, after selling services, maintenance, and the company profile / reputation.
• Support the application of warehouse and asset management procedures, including coordination with technical staff, suppliers and manufacturers for repairs, maintenance and warranty matters.
• Monitor storage conditions of office supplies, maintain registry and conduct periodic stock taking to ensure that stationery and cleaning supplies are replenished in a timely manner.
• Contribute to quarterly and annual physical inventories, monitoring of assets in the Kuala Lumpur Office and maintain fixed assets registry accordingly.
• Support assets disposal processes in accordance with IOM procedures and assist with proper recording and labelling of fixed assets.
• Maintain organized filing systems for procurement documentation, including quotations, purchase orders, expenditure records, and receipts.
• Assist in the preparation and administration of service agreements and contracts, including tracking amendments or extensions and coordinating with LEG Department for review, as required.
• Provide administrative and coordination support in government-related processes, including:
  • Collecting and sharing information on relevant government rules, procedures and requirements.
  • Supporting coordination with government entities for mission-related administrative processes.
  • Assisting with visa issuance, permits, vehicle registration, duty and tax exemptions, and custom clearance, as applicable.
• Provide guidance to new or junior staff, as required, on procurement and logistics procedures.
• Undertake other duties that may be assigned.

About IOM and Employment Context

IOM is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to assist in meeting the growing operational challenges of migration management, advance understanding of migration issues, encourage social and economic development through migration, and uphold the human dignity and well-being of migrants.