Supply Chain Associate (Fleet)

Job Description

Organizational Context and Scope

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. 

Under the overall supervision of the Head of Supply Chain unit in Afghanistan and the direct supervision of the Supply Chain Officer -Logistics, the incumbent will be responsible and accountable for supporting the coordination of fleet management activities for IOM Mission in Kabul, Afghanistan measured by the below objectives

•  Support safe and efficient fleet operations.

• Maintain accurate fleet records and reports.

• Coordinate vehicle maintenance and servicing.

•  Monitor vehicle utilization, fuel, and compliance.

Responsibilities

1. Coordinate and monitor the day-to-day fleet operations of the office in accordance with IOM policies, procedures, security requirements and established fleet management standards.

2. Receive, review and coordinate approved vehicle requests from programme and support units, prepare daily vehicle schedules, allocate vehicles and drivers, and ensure efficient utilisation of the fleet.

3. Maintain and monitor vehicle logbooks, movement records, mileage, fuel consumption and other fleet-related documentation, ensuring accuracy, completeness and timely updating.

4. Coordinate preventive and corrective vehicle maintenance, including servicing, inspections, repairs and follow-up with workshops and service providers to minimise vehicle downtime.

5. Monitor the validity and renewal of vehicle registration, insurance, roadworthiness certificates and other statutory or organisational documentation and ensure that all vehicles remain compliant.

6. Monitor fuel consumption and related costs, analyse consumption patterns and identify significant variances or irregularities for appropriate follow-up.

7. Coordinate the reporting and documentation of vehicle accidents, breakdowns, damages and other fleet incidents and ensure that required follow-up actions are completed in accordance with established procedures.

8. Assist with the procurement of vehicles, spare parts, repairs, maintenance and transportation services, including preparation of technical specifications, solicitation of quotations, bid analysis and provision of technical inputs during evaluations.

9. Conduct market surveys and support the identification, evaluation and management of fleet-related suppliers, including workshops, vehicle rental companies, spare-parts suppliers and other service providers.

10. Maintain complete and accurate physical and electronic fleet records and prepare periodic reports on vehicle utilisation, maintenance, fuel consumption, costs, availability and other fleet performance indicators.

11. Support fleet planning and budgeting by providing information on vehicle requirements, operating and maintenance costs, replacement needs and disposal of vehicles in accordance with IOM procedures.

12. Provide technical guidance and training to drivers, junior SCM staff and relevant office personnel on fleet management procedures, vehicle safety, documentation, proper vehicle use and compliance requirements.

13. Perform other relevant supply chain duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with three years of relevant professional experience; or

• High School diploma with five years of relevant professional experience

• Certification in Procurement, Logistics or Supply Chain Management is an advantage.

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

Experience.

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

• Experience with asset management process; 

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

• Experience working in an international organisation an advantage.

Skills

• High level of computer literacy;

• Ability to work with national and international institutions; 

• Ability to prepare clear and concise report; 

• Excellent communication and negotiation skills; and,

• Ability to establish realistic resource requirements to meet IOM needs.

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, For all Applicants, 

• fluency in English is required (oral and written)
• Working knowledge of Pashto or Dari is required.
• Fluency in all national language(s) are highly advantages.

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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