Job Description
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 candidates are considered first-tier candidates.
Responsibilities
- Assist in maintaining the fleet and fuel database of the Sub Office ensuring timely update of operational records.
- Coordinate with the Operational Fleet Assistant and support in issuing, routing for approval and sharing the approved fuel requests for vehicle refueling as per the Standard Operating Procedures.
- Receive fuel receipts from drivers, verify against issued fuel requests and perform daily updates of the fuel tracker.
- Assist in generating bi-weekly reports on fleet movements and fuel consumption reports for further sharing with management.
- Support in bi-weekly reconciliation of actual Invoices received from service providers against the fleet/fuel records from IOM database to facilitate timely invoice processing.
- Receive UNHAS flight bookings from program units for verification and further submission of booking requests to WFP-UNHAS.
- Assist on the coordination and monitoring of the day-to-day Logistics and Fleet Management activities for field and and local movements in accordance with the IOM rules and regulations and procedures.
- Assist in the coordination of daily and weekly transport movement plans for efficient and effective fleet scheduling.
- Perform any other duties as assigned
Qualifications
Education
- Secondary school certificate with at least three (3) years’ relevant experience in asset and/or inventory management
- Diploma in Procurement & Logistics Management/Business Administration/Business Management with at least two (2) years’ relevant experience
- Degree in Supply Chain Management /Logistics Management/Business Management with at least one (1) years’ relevant experience
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Experience
- Previous experience in supply chain management, logistics, fleet management, accounting and office administration.
- Previous experience working with ERP Systems within an international organization
Skills
- Basic knowledge in fleet and fuel management systems.
- Ability to prepare reports and analysis to aid interpretation of source information and data.
- High level of computer literacy is required, good knowledge of MS-Office, specifically Microsoft Excel.
Languages
For this position, fluency in English is required (oral and written)
Working knowledge of Portuguese desirable
IOM’s official languages are English, French and Spanish.
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 three 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 1) (applicable only if position is 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
- 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.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
- 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 online recruitment system. The online tool also allows candidates to track the status of their application.