Supply Chain Assistant

Job Overview

Tripoli, Libya

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.

Context

Established in 1951, the UN agency for Migration — IOM is the leading intergovernmental 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.
Under the overall guidance of the Head of Sub-Office, the overall supervision of the Supply Chain Officer and direct supervision of the Procurement & Logistics Officer and in close coordination with IOM Proc team”, the Supply Chain Assistant will be responsible for:

RESPONSIBILITIES

Assist IOM Libya Mission with the procurement & logistical needs.
Support in the logistical and administrative aspects of assistance to migrants under IOM projects in IOM Libya, Tripoli office in co-ordination with the respective colleagues.
Maintain accurate stock & assets records and control at all times. Stock Tracking on Data Base. As well as proper asset tracking and assignment.
Provide weekly and monthly stock reports and advice on storage issues that may affect the overall logistics operation.
Receive, and review Stock withdrawal forms for completeness and accuracy.
Prepare Goods & Services receipt notes for all deliveries made. Check that Goods and Services are satisfactory delivered with good quality and on time.
Provide a monthly delivery of items received and scheduled for delivery to Projects.
Provide full assistance in Physical Inventory Checks, Asset Assignment filling and ensuring all assets have tags, in coordination with Procurement & Logistics Assistant in the main office.
Monitor that the vehicle logbook is established, and support its maintenance/updating, on a daily basis (raise the mileage on the register). Prepare a monthly report summarizing the statistics related to fuel consumption, vehicle maintenance, mileage, for the vehicle to be submitted to the Procurement & Logistics Officer in Tripoli office.
Monitor the Tripoli office cleaner’s performance and timely report to the Procurement & Logistics Officer in Tripoli office.
Prepare list of all Assets needing disposal for review by the Procurement & Logistics Officer and the Supply Chain Officer in Tripoli office.
Prepare request for quotations (RFQ), collect offers, assist with tendering and bidding for further review and approval. Prepare Purchase Orders and Purchase Requests creation and assignment.
Support the logistics of cargo arrangements from Tripoli to Sub-Offices and receiving from Sub-Offices. Prepare documentation for agent to clear Cargo going outside Tripoli (shipment). Issue Waybill /packing list.
Provide logistics and procurement support as needed for the Sub-Office shelters. Assist in the coordination of any needed maintenance, cleaning, utilities, etc., for the shelters.
Support the dispatch of goods in coordination with transport unit and drive IOM cars on need basis.
Any other tasks as may be required.

QUALIFICATIONS

Education & Experience

Completed a Secondary School Diploma from an accredited academic institution in administration, management and at least 03 (three) years’ experience in a relevant field or, Bachelor’s degree with 1 year of relevant field experience.

Skills

Knowledge of Procurement rules and regulations.
knowledge of procurement and administrative management and effective resource management skills.
Good computer skills, especially in MS Office.

Languages

Fluency in Arabic and French (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 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.