Supply Chain Assistant (logistics)
Tripoli
- Organization: IOM - International Organization for Migration
- Location: Tripoli
- Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
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Occupational Groups:
- Administrative support
- Logistics
- Supply Chain
- Closing Date:
Job Description
Context
Under the direct supervision of the Supply Chain Officer and the overall guidance of the Procurement and Logistics Officer, the incumbent will be responsible and accountable for providing necessary support to the following tasks and responsibilities in IOM Libya office.
Responsibilities
- Assist in the implementation and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities including maintain systems/procedures for procurement, supply and contracting of goods/works/services, asset management, documentation, and equipment up-grading.
- Liaise with the Procurement and Logistics Officer regarding procurement requests and requirements and consolidate them.
- Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBS/s and the final authorization of the programme and CoM or his designated officer.
- Register all the newly procured assets in oracle and assign respective Assets Master Numbers. Properly tag Asset QR-Code stickers on the newly procured assets reflecting the Asset Master Number generated by ERP system.
- Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into ERP system accurately and timely; properly capture all procurement requests and commitments in the system.
- Follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
- Verify through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
- Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
- Verify that the “Assets Assignment Forms” (AAF) are signed by the recipients when assigning assets to IOM staff members for work related matters. Ensure that the “Assets Handover Forms” (AHF) are signed by the staff member when handing over assets back to stock. Then immediately update Oracle records accordingly.
- Keep proper documentation for all issued AAFs and AHFs. As well as regular update to AAF and AHF tracking sheet.
- Maintain inventory records for small/minor items that are not recorded in ERP system as assets (e.g: consumables and office supplies)
- Update ERP system records for all existing assets in terms of completeness of information (e.g: correct description, serial number, location, room, personnel number, etc.) as well as updating ERP system records for all newly acquired assets.
- Carry out the annual assets physical count, update the list in ERP system. Keep the assets inventory records instantly updated of all IOM assets.
- Assist and ensure that Donation agreements are prepared prior program handover of beneficiary assets
- Update regularly the status of beneficiary assets, follow-up until assets are handed over to the beneficiary, prepare necessary Asset Disposal request Forms (ADF) and follow-up that assets are retired once the donation is made and the ADF is approved.
- Keep proper documentation for all Donation Agreements and relevant Asset Disposal Request Forms for audit purposes.
- Undertake any other duties within the incumbent’s capabilities that might be assigned.
Qualifications
Education
- High School diploma with four years of relevant professional experience, or
- Bachelor’s degree or similar, or higher, in business administration, Logistics, supply chain management, or any other related field with two years of relevant experience
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Minimum 2 years of experience, preferably previous experience in international organizations
Languages
Requires
For this position, fluency in English is required (oral and written).
Desirable
Working knowledge of Arabic, is desirable
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.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioural indicators (Level 1)
- Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
- Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)
- Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months..
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
Required Skills
Job info
Contract Type: Special Short Term Graded (Up to 9 months)Initial Contract Duration: 6 Month
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-4
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.