Supply Chain Assistant (Warehousing)

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn 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

The International Organization for Migration (IOM) is the UN Migration Agency. With 174 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to:

1. Assist in meeting the operational challenges of migration and mobility.

2. Advance understanding of migration issues

3. Encourage social and economic development through migration; and

4. Uphold the human dignity and well-being of migrants and mobile populations.

IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Responsibilities

• Provide support to ensure that all warehousing transactions are done in line with IOM internal guidelines.

• Assist relevant unitsto organize receiving, storing, packing, kitting, labelling and dispatch of goods from/to the Warehouse in Tripoli.

• Assist Project Managers to organize the replenishment of Stocks, including liaising with Vendors on timely delivery of stocks to the IOM Libya Warehouse in Tripoli, Libya.

• Assist requesting units with the organization of Stock movements (inquiries, requests, transport, documentation including Goods Received Note, etc.)

• Assist with filling of the relevant Importation documentation related to VAT exemptions and duty-free exemptions are processed in a timely manner to ensuresmooth deliveryof stocks to the relevant locations within Libya,this includes, but not limited to Supplier bondedwarehouses (under VMl's),Hired/Serviced Warehouse or IOM Managed warehouse.

• File, Track, and ensure that the duly Stock Withdrawal Forms (SWF) filed as per IOM's Filling policy and update records in the relevant platforms (e.g. MS. Teams, Oracle  apps)

• Plan and organize efficient and safe storing of goods at the warehouse, according to available space and requirements.

• Perform VisualControl such as Monthly Spot checks and random samplepicking for submission to Quality Control (QC) Unit.

• Assist in the submission of timely reports to the Supply Chain Officer and perform related entries to update stocks on WAVE.

• Assist in ensuring that all warehousing transactions are recorded according to warehousing management procedures and policies. Document and file all entriesfor auditing and verification purposes.

• Report to Programme focal points on the inventory, request verification, etc.

• Monitor the physical stockcount process bi-annually in coordination withMSCU.

• Ensure a high readiness state of the warehouse so stocks can be moved rapidly (including keeping updated load ability information, tracking accurate location of stocks, etc.)

• Maintain logistic documents/files and record/maintain updated filling system easily accessible.

• Monitor stocks of office supplies (Stationery etc.) and liaise with logistics for the supplies.

OTHER TASKS

• Seek clarification and/or obtain documents from suppliers/vendors if required in the technical evaluation.

• Prepare Request for Payment for submission to Accounts Payable Unit for timely processing of payment to vendors and assist withFleet management.

• Perform otherrelated duties as may be required.

Qualifications

Required Qualifications and Experience

Education

• University degree in Business Administration, Procurement and Supply, Management or a relatedfield from an accredited academic institution, with two year of relevant professional experience; or,

• Completed HighSchool/Secondary education with four years of relevant professional experience.

• Specialized trainingon Warehousing and Logistics is an advantage.

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

Experience

• A minimumof two yearsof progressively responsible professional experience in procurement, administrative services or related area is required.

• At leasttwo years of professional experience in procurement, contract  management, or a related area,within the UN common systemor in an international public organization, is desirable.

• Experience workingwith an ERP system in the areaof purchasing and/or supply chain is desirable.

• A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.

• Proficiency in Oracle, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful.

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.

• Team player; ability to work effectively with different levelswithin and outside the organization and with colleagues from varied culturesand professional backgrounds.

Skills

• Ability to work effectively and harmoniously with colleagues from varied culturesand professional backgrounds.

• Ability to meet deadlines and work underpressure.

• Personal commitment, efficiency, flexibility, drivefor results.

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, TO COPY-PASTE FROM POSTING DESCRIPTION

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.

Managerial Competencies – behavioural indicators Level 2, if 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

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

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