Supply Chain Assistant

Entry Logistics & Procurement

Overview

Assist in maintaining supply chain processes and documentation.

You have:

• Bachelor’s degree in the relevant field (Social Science, Supply Chain, Business, Management, other related field) from an accredited academic institution with minimum one year of relevant working experience.
• High School Certificate / Diploma in the above fields with three years of relevant experience.
• Experience in procurement and logistic, administration and operations.
• Fluency in English and Tok Pisin is required.
• Good knowledge of MS-Office, specifically Microsoft Excel.
• Knowledge in handling Oracle is an advantage.

Contract

This is a G-1 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 0 years of experience, depending on education. More about G-1 contracts.

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.

Under the overall supervision of the Resource Management Officer and direct supervision of the Supply Chain Officer and in close coordination with other units, the incumbent will be responsible for

Qualifications

Education

• Bachelor’s degree in the relevant field (Social Science, Supply Chain, Business, Management, other related field) from an accredited academic institution with minimum one year of relevant working experience, or

• High School Certificate / Diploma in the above fields with three years of relevant experience.

  Experience

• Experience in procurement and logistic, administration and operations.

• Previous experience with International Organizations & NGOs is desirable.

  Skills

• Demonstrated ability of working effectively and harmoniously with colleagues from varied culture and professional backgrounds in order to achieve desired goals.

• Analytical, communication, interpersonal and advocacy skills,
• Good knowledge of computer management and applications.

• High level of computer literacy is required, good knowledge of MS-Office, specifically Microsoft Excel. Knowledge in handling Oracle is an advantage.

  Languages

• Fluency in English and Tok Pisin is required.

  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

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.

7. 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.

   For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Responsibilities

• Assist in maintaining of overall procurement and logistic documentation including filling, labelling, and arranging the files in order periodically, both electronically in Share Point and hard copies.
• Responsible for record storage management, file database maintenance, collection, and retrieval of documents, and liaise with the vendor.
• Assist in maintaining vendor database, including but not limited to, recording vendor’s performance, and registering new vendor in Wave.
• Assist in maintaining price list database of regular supplies, accommodations, medical facilities, etc. of the Mission.
• Assist in maintaining and updating progress-monitoring tracking sheet of procurement process for each request submitted to Procurement and Logistic unit to ensure that goods/services/works are delivered within the project timeline, and payment is made in a timely manner.
• Assist in low value procurement and preparing Request for Payment (IST) related to ordered Goods and Services.
• Assist in following-up and updating the fleet vehicle maintenance and repair history database, vehicle booking and dispatch and vehicle registration renewals
• Assist in updating and maintaining office supplies inventory to ensure required minimum stock is reached, and to replenish the stock accordingly if needed.
• Provide clerical support related to year-end stock-takes and external or internal audits of the mission.
• Act with integrity and professionalism in accordance with IOM’s Code of Conduct, at all times.
• Perform such other related duties as may be assigned.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: iom.int