Supply Chain Assistant (Logistics Support)

Job Description

Position Title: Supply Chain Assistant (Logistics Support)
Duty Station City: Caracas
Duty Station Country: Bolivarian Republic of Venezuela
Grade: G-3
Contract Type: Special Short-Term
Recruiting Type: General Service
Vacancy Type: Special Vacancy Notice
Initial duration: three months (with possibility of extension)

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 first- and second-tier candidates, particularly qualified female 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, the following are considered first-tier candidates:

1. Internal candidates.

Second tier candidates include:

1. All external candidates.

Organizational Context and Scope

The International Organization for Migration (IOM), the United Nations Migration Agency, is the leading intergovernmental organization in the field of migration and works closely with governmental, intergovernmental, and non‑governmental partners. IOM promotes the orderly and humane management of migration, advances international cooperation on migration issues, supports practical solutions to emerging challenges, and provides humanitarian assistance to migrants in need, including internally displaced persons.

Responsibilities

1.    Carry out clerical tasks to support the smooth running of activities in the Unit. 
2.    Draft routine correspondence, reports, presentations, and other documentation.
3.    Maintain and regularly update records of office fixed assets inventory. 
4.    Assist in labelling, coding, and tracking of office assets for identification purposes.
5.    Provide information on the status and availability of assets based on available records.
6.    Assist with periodic physical counts and reconcile them with administrative records.
7.    Maintain files, databases and tracking tools of the unit.  
8.    Monitor stock level of consumables, supplies, and other materials needed by the office and alert on the need to restock. 
9.    Conduct outdoor activities for checking prices, making small purchases, collecting and delivering documents and other goods. 
10.    Assist with external activities, including price collection and gathering supplier information.
11.    Support the coordination of transportation needs and drivers’ movements; verify all logbooks are properly maintained and monitor fuel consumption and vehicle’ maintenance records.
12.    Support the organization of meetings, workshops, trainings
13.    Provide clerical support related to contractors working on office premises, including maintaining records and reporting updates to the supervisor.
14.    Conduct routine checks of office premises and report on the condition and functionality of of facilities and equipment. 
15.    Drive IOM official vehicles, when required and authorized, to support transportation needs.
16.    Perform other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• High school diploma with three years of relevant experience; or,

• Bachelor’s degree in Business Administration, Accounting, Logistics, Chain Management or related fields with one year of relevant prefessional experience.

Experience

• Experience in administrative, clerical, or office support functions. 

• Experience in maintaining records related to inventory, assets or supplies. 

• Experience in asset labeling, coding, and tracking for proper identification and traceability. 

• Experience in procurement and logistics and working with vendors and service providers.

• Experience with asset management processes. 

• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage.

• Experience working in an international organisation is an advantage.

Skills

• Good level of computer literacy.

• Ability to work with national and international institutions.

• Ability to prepare clear and concise reports. 

• Good communication skills. 

• Ability to identify resource requirements and report them to the supervisor.

Languages: IOM’s official languages are English, French, and Spanish. 

Required: For this position, fluency in Spanish is required (oral and written).

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

• 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

• IOM only accepts online profiles duly completed.
• Only shortlisted candidates will be contacted.
• Offer and contract issuance subject to funding availability.
• IOM does not charge a fee at any stage of its recruitment process.
• This vacancy is only available for local citizens or foreigners with right of residence and right to work in the country.

Required Skills

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