Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Resource Management Officer and direct supervision of the Senior Supply Chain Associate; and, in collaboration with relevant units Headquarters and the Administrative Centres and other supply chain unit staffs in the mission (main and sub offices), the successful candidate will be responsible and accountable in assisting the management and tracking of all assets in the mission.

Responsibilities

• Keep track of all IOM assets and update the Asset Master Record (AMR) for all asset descriptions, model, serial number, Tag number etc. 

• Handover assets to newly hired staff and receive signed Asset Assignment Form in addition to receiving/manage assets from staff leaving IOM. 

• Review assets condition in all IOM stocks and prepare Asset Damaged Form and Asset Disposal Form when necessary. 

• Conduct the End-Year Physical Verification of Assets in IOM and carefully indicate the condition of assets that are not functional, damaged/beyond repair, and or assets that are in good working condition.  

• Perform logistics tasks related to property and asset management, insurance coverage, maintenance, and disposal as required.  

• Prepare Request for Quotation (RFQ), facilitate Evaluation Report (ER), and release order of approved Purchase Requisition (PR). as required 

• Check samples and quality of requested items and seek confirmation from requester before the review of offers is finalized to place orders. 

• Support the warehouse focal on Goods Receive Note (GRN) of delivered goods to facilitate payments. 

• Prepare and support Vendor Creation and update Vendor Payment Tracking Sheet as well as updating vendor documents such as business license, ID and etc. 

• Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures; retrieve and present information from the system and support preparation of periodic reports.

• Assist in review of vendor invoices, prepare payment requests and follow-up with Finance the timely payment to suppliers/service providers.  

• Assist in preparation of workshop and conference materials (finding venues, resources, photocopying conference material and compiling resources e.g. CD) and facilitate payment 

• Perform any other duties that may be assigned 
   

Qualifications

Required Qualifications and Experience

Education

• University degree in Business Administration, Accounting, Logistics, Asset management, Supply Chain Management or a related field from an accredited academic institution with two years of relevant professional experience; or 
• High school diploma with four years of relevant professional experience 
• Certification in Procurement, Logistics, Asset Management or Supply Chain Management is an advantage
   

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience providing support to  supply chain management, asset management and logistics and working with vendors and service providers. 
• Experience with asset management process.  
• Experience working with IOM/UN Supply chain, asset management and Logistics Rules and Procedures is an advantage 
• Experience working in an international organisation in a multi-cultural setting an advantage. 
   

Skills

• High level of computer literacy 
• Knowledge of ERP system/ORACLE highly desirable 
• Ability to work with national and international institutions. 
•  Ability to prepare clear and concise report;  
• Demonstrated ability to and exercise sound judgment; 
• Excellent communication and negotiation skills
   

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required (oral and written).

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 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.

Notes

Please refer to this link for guidance on IOM Job Category.

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, accreditation, any residency or visa requirements, security clearances.

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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info