Job Description

Context

Under general guidance of Chief of Mission ,under  the overall supervision of the Head of Resources Management Officer (H-RMD) and  Supply Chain Officer , the direct supervision of the Sr. Supply Chain Assistant (Logistics); and, in collaboration with relevant units at Erbil Office, the Supply Chain Assistant – Facilities Maintenance & Admin will be responsible and accountable for managing the Facilities Maintenance and Admin functions in Erbil Sub Office.

Responsibilities

  • Facilities Maintenance

  •  Adhere to IOM administrative procedures and standards as well as highest degree of personal and professional ethics for facilities maintenance. 

  •  Respond to maintenance requests in timely manner and submit payments for services rendered to Finance for process on time.

  •  Verify that all Facilities maintenance activities are approved by the relevant Project Manager in accordance to the approval authorization matrix and donor’s requirements. 

  • Maintain records of all Facilities Maintenance transactions, ensuring that an efficient filing system for records are kept as per IOM procedures. 

  •  Observe the schedule and coordinate maintenance of generator, lift and security xray machine. 

  • Support the Snr Supply chain Asst (Logistics) with ensuring that contracts of service providers are up todate.

  • Coordinate with Procurement and Finance to ensure efficient and timely maintenance is carried out.

  • Prepare monthly progress report for all Facilities Maintenance activities.

Management of Office Stationary & Consumables

  •  Replenish office stationary timely.

  • Maintain up to date records of movement of office stationary, making sure that receipts, requests and dispatches are properly files for future reference

  • Prepare monthly report for all stationary management activities.

  • Ensure that stationary store rooms are properly packed and items are easily accessible and can be counted easily.

  • Tracki Sim Cards – purchasing, receiving, issuing out and receiving returned cards.

  •  Monitor and maintain adequate airtime credit availability for  staff and  track and facilitate the timely execution of automatic top up of Staff phone credit. 

  •  Monitor the work of Service providers for office cleaning, garbage removal, maintenance of generators lift and security xray machine.

  • Monitor office cleanliness and ensure  that kitchen and toiletry supplies are available for use by staff.

  • Perform other duties as may be assigned.

Qualifications

Education

  • University degree in the above fields with three years of relevant professional experience.

  • Bachelor’s degree with five years of relevant professional experience.

  • Professional certification as CIPS/ CILT will be a distinct advantage.

Experience

  • Professional experience with specific focus on local procurement, VAT, GoI laws and regulations, 

  • Facilities management experience and insurance management

  • Experience in inventory/stock/supplies management.

  • Experience working with an international organization or NGO in the logistics section

Skills

  • Ability to work independently or with minimal supervision; 

  • Managerial skills are required (planning, organization and reporting). 

  • Good communication skills 

  • Ability to work effectively and harmoniously with colleagues from varied cultures  and professional backgrounds, ability to handle confidential matters

  • Ability to meet deadlines and work under pressure.

  • Good level of computer literacy, knowledge of SAP will be considered as an advantage.

  • Personal commitment, efficiency, flexibility, drive for results

Languages
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
  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. 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.
  3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
  4. 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.
  5. 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.
  6. 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.
  7. 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)
Org Type: Country Office
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-5
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No
At Impactpool 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.