SVN2025/035_Assets Assistant_UG_PAP

Job Description

Under the overall supervision of the head of Supply Chain unit in Haiti and direct supervision of the National Supply Chain Officer, the incumbent will be responsible for supporting the day-to-day activities of the procurement function of IOM in Haiti, in accordance with the Organization’s regulations and procedures.

Responsibilities

1. Liaise with technical services staff (i.e. security, ITC, Construction, etc) in ensuring that the specifications of assets being purchased by the mission are appropriate to the needs/requirements and are fully compliant to established IOM specifications standards.
2. Post and track assets in WAVE; Provide support to Procurement in ensuring that all assets entries in WAVE are fully update all the time.
3. Properly document the issuance, transfers, returns, damage, loss and disposal of assets of the mission. Ensure that all transactions involving mission assets are properly entered in PRISM.
4. Physically tag assets and ensure that all documents corresponding to the issuance, transfers, returns and disposal of assets of the mission are properly filled;.
5. Ensure that all the documents are well recording in the E-Filling Platform;
6. Conduct physical inventory (both periodic and random) of the mission assets and reconcile the result of the inventory with PRISM entries and MAIA scanned;
7. Assist with the head of Logistics and Procurement Unit in following procedures and guidelines in order to avoid fraud and misuse;
8. Ensure that all assets purchased by the mission as well all transactions related to each asset are properly recorded and posted in WAVE; 
9. Ensure that the mission’s asset list is updated all the time.
10. Prepare the dead of donation for Partner or beneficiaries once the asset is donated and retired the asset in the system.
11. Perform any other duties may be assigned by Procurement Unit.

Qualifications

EDUCATION

• Bachelor’s degree, preferably in Business Administration or Logistics with a minimum of 2 years of relevant professional experience
• High school diploma with 4 years of relevant professional experience

EXPERIENCE

• Experience in Procurement and Vendor management, administrative, financial and internal control procedures.
• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,
• Strong analytical, planning and time management skills. 
• An excellent degree of computer literacy in particular experience in computerized accounting systems including Wave/FIORI/Wave application is required. 
• Excellent communication skills. 
• Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking.   
• Demonstrated ability of working effectively and harmoniously with colleagues from varied culture and professional backgrounds to achieve desired goals. 

SKILLS

• Knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
• Knowledge of UN and bilateral donor programming will be an advantage.
• Knowledge of financial rules and regulations.

SECTION 5

Languages 

REQUIRED

External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

For all applicants, fluency in French and Creole is required (oral and written).

DESIRABLE

English

SECTION 6

Competencies[1]

The incumbent is expected to demonstrate the following values and competencies:

VALUES - All IOM staff members must abide by and demonstrate these five 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.
 

Required Skills

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