Procurement Assistant

About the role

The Procurement Assistant will support the Resources Management Unit in Kuala Lumpur by handling purchasing activities, maintaining supplier rosters, and ensuring the timely delivery of goods and services in line with IOM procurement policies.

Key responsibilities

• Process purchase requests, prepare purchase orders and negotiate competitive quotations with local suppliers.
• Maintain and update the supplier roster, ensuring compliance with IOM procurement policy (IN168 Rev 3).
• Screen delivered goods for quality, specifications and cost accuracy.
• Prepare Bids Analysis Summary (BAS) and obtain necessary approvals.
• Control stocks of stationery, office supplies, equipment and other mission assets, keeping accurate inventory records.
• Coordinate procurement of equipment, vehicles, medical supplies and spare parts, and arrange their dispatch.
• Assist with travel and hotel reservations as required.
• Collaborate with the Manila Supply Chain Unit on procurement queries and provide practical input.
• Support supplier visits and follow up on equipment loans and returns.
• Perform any other duties assigned by the supervisor.

Required profile

• Diploma with at least four years of relevant experience, or a Bachelor’s degree with a minimum of two years of experience in Business Administration, Accounting, Procurement or Database Management.
• Experience in an administrative role covering finance, HR, procurement or ICT functions is preferred.
• Experience working with international humanitarian organisations or government bodies in a multicultural environment is an advantage.
• Fluency in English and working knowledge of an additional UN language (Arabic, Chinese, French, Russian or Spanish) is required.

Required skills

• Strong written and verbal communication abilities.
• Proficiency with standard computer applications.
• Creative, proactive and well‑organized with high integrity.
• Ability to work independently, under pressure and meet deadlines.
• Team‑oriented mindset.