IOM LIBYA mission in Tunisia recrute Logistics Assistant عودة إلى الفرص

Position Title: Logistics Assistant

Duty Station: Tunis, Tunisia

Classification: G5

Type of Appointment: Special Short Term for 6 months with possibility of extension.

Estimated Start Date: As soon as possible

Closing Date: 03 February 2017

Reference Code: LY20-2016-016

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Context:

Under the overall supervision of the Chief of Mission and the direct supervision of the Logistics and Procurement Officer, the incumbent will be responsible and accountable for providing necessary support to logistical activities of IOM Libya mission

Core Functions / Responsibilities:

• Conduct overall Logistical needs assessment within the office, including Stock Management, Supply goods, Building Service and Maintenance, Vehicles and Drivers Management, and Dispatch-Transportation related tasks.
• Assist in soliciting bids or quotations for conformity to specified requirements, select hotels, and confirm terms of payment. Apply the proper selecting criteria while conducting a bidding process based on; the value of money, quality, compatibility, payment method, warranty, after selling services, and the hotel profile / reputation for events and workshops under IOM Libya.
• Responsible for preparing the paperwork for the customs exemption requests to MFA.
• Responsible for all logistical arrangements for IOM Libya based in Tunis workshops and events.
• Liaise with the local/private transportation companies concerning transport and delivery of goods.
• Complete all Logistics related forms; like Assets Disposal Forms, Deeds of Donations, Deeds of Sale, and the Payment Request, also assist in tracking the needful signatures from the various signatories.
• Monitor that the “Goods Received Notes – GRN” are made and signed by the Requisitioner when the services have been rendered and/or the goods have been received.
• Verify that the “Assets Assignment Forms – AAF” are made when issuing assets to staff for IOM usage and “Assets Handover Forms – AHF” when receiving back to stock.
• Properly record assets disposal procedures; Coordinate with the Logistics and Procurement Officer to keep track that assets are located accordingly and used in IOM’s best interest.
• Monitor proper storage of IOM documents and records for proper utilization.
• Manage the archiving system and keep it updated with proper labels.
• Manage and keep all database systems updated.
• Responsible to upkeep the stocks of the stationery, office supplies/needs, cleaning materials/supplies of the office.
• Follow up the vehicles logbook’s on weekly basis, calculation of private mileages
• Receive monthly invoices for mobiles phones, distribute them among the staff members to collect the private calls and submit the final summary and invoices to finance department.
• Monitor the work of the janitors and the cleaners, and regularly check up to the offices’ floors, grounds, corridors, offices, staircases, toilets, kitchen, garage, glasses, and the front building sidewalk during the day.
• Setting up the IOM conference rooms for meetings and workshops.
• Monitoring the loading/offloading activities at the storage when needed and inform when hiring of sufficient labor to cover the job properly will be needed. Instant update to the storage inventory records upon completing for each activity.
• Any other duties within the incumbent’s capabilities that might be assigned by the Logistics/Procurement Officer.
• Undertake any other duties within the incumbent’s capabilities that might be assigned by the RMO and Procurement Officer.

Required Competencies:

The incumbent is expected to demonstrate the following technical and behavioral

Accountability

• Accepts and gives constructive criticism
• Follows all relevant procedures, processes, and policies
• Meets deadline, cost, and quality requirements for outputs
• Monitors own work to correct errors
• Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

• Identifies the immediate and peripheral clients of own work
• Establishes and maintains effective working relationships with clients
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
• Keeps clients informed of developments and setbacks

Continuous Learning

• Contributes to colleagues’ learning
• Demonstrates interest in improving relevant skills
• Demonstrates interest in acquiring skills relevant to other functional area
• Keeps abreast of developments in own professional area

Communication

• Actively shares relevant information
• Clearly communicates, and listens to feedback on, changing priorities and procedures
• Writes clearly and effectively, adapting wording and style to the intended audience
• Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

• Actively seeks new ways of improving programmes or services
• Expands responsibilities while maintaining existing ones
• Persuades others to consider new ideas
• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Actively identifies opportunities for and promotes organizational change
• Presents goals as shared interests
• Articulates vision to motivate colleagues and follows through with commitments

Performance Management

• Provides constructive feedback to colleagues
• Identifies ways for their staff to develop their abilities and careers
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures
• Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

Planning and Organizing

• Sets clear and achievable goals consistent with agreed priorities for self and others
• Identifies priority activities and assignments for self and others
• Organizes and documents work to allow for planned and unplanned handovers
• Identifies risks and makes contingency plans
• Adjusts priorities and plans to achieve goals
• Allocates appropriate times and resources for own work and that of team members

Professionalism

• Masters subject matter related to responsibilities
• Identifies issues, opportunities, and risks central to responsibilities
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
• Persistent, calm, and polite in the face of challenges and stress
• Treats all colleagues with respect and dignity
• Works effectively with people from different cultures by adapting to relevant cultural contexts
• Knowledgeable about and promotes IOM core mandate and migration Solutions

Teamwork

• Actively contributes to an effective, collegial, and agreeable team environment
• Contributes to, and follows team objectives
• Gives credit where credit is due
• Seeks input and feedback from others
• Delegates tasks and responsibilities as appropriate
• Actively supports and implements final group decisions
• Takes joint responsibility for team’s work

Technical

• Effectively applies knowledge of relevant financial discipline
• Develops / follows internal control procedures to prevent fraud and mismanagement;
• Ensures application of institutional financial policies and guidelines;
• Advocates incorporation of financial considerations into processes and procedures;
• Effectively applies knowledge of multiple financial disciplines to monitor and manage the work of staff