Supply Chain Assistant (logistics)

Context

Under the direct supervision of the Supply Chain Officer and the overall guidance of the Procurement and Logistics Officer, the incumbent will be responsible and accountable for providing necessary support to the following tasks and responsibilities in IOM Libya office.

1. Assist in the implementation and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities including maintain systems/procedures for procurement, supply and contracting of goods/works/services, asset management, documentation, and equipment up-grading.
2. Liaise with the Procurement and Logistics Officer regarding procurement requests and requirements and consolidate them. 
3. Verify the Purchase Requisition Forms submitted to Procurement Unit for completeness regarding needful signatures, WBS/s and the final authorization of the programme and CoM or his designated officer.
4. Register all the newly procured assets in oracle and assign respective Assets Master Numbers. Properly tag Asset QR-Code stickers on the newly procured assets reflecting the Asset Master Number generated by ERP system.
5. Post all Purchase Requisitions (PRs) and Purchase Orders (POs) into ERP system accurately and timely; properly capture all procurement requests and commitments in the system.
6. Follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.
7. Verify through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts.
8. Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.
9. Verify that the “Assets Assignment Forms” (AAF) are signed by the recipients when assigning assets to IOM staff members for work related matters. Ensure that the “Assets Handover Forms” (AHF) are signed by the staff member when handing over assets back to stock. Then immediately update Oracle records accordingly.
10. Keep proper documentation for all issued AAFs and AHFs. As well as regular update to AAF and AHF tracking sheet.
11. Maintain inventory records for small/minor items that are not recorded in ERP system as assets (e.g: consumables and office supplies)
12. Update ERP system records for all existing assets in terms of completeness of information (e.g: correct description, serial number, location, room, personnel number, etc.) as well as updating ERP system records for all newly acquired assets.
13. Carry out the annual assets physical count, update the list in ERP system. Keep the assets inventory records instantly updated of all IOM assets. 
14. Assist and ensure that Donation agreements are prepared prior program handover of beneficiary assets
15. Update regularly the status of beneficiary assets, follow-up until assets are handed over to the beneficiary, prepare necessary Asset Disposal request Forms (ADF) and follow-up that assets are retired once the donation is made and the ADF is approved.
16. Keep proper documentation for all Donation Agreements and relevant Asset Disposal Request Forms for audit purposes.
17. Undertake any other duties within the incumbent’s capabilities that might be assigned. Education
    • High School diploma with four years of relevant professional experience, or
    • Bachelor’s degree or similar, or higher, in business administration, Logistics, supply chain management, or any other related field with two years of relevant experience  Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Minimum 2 years of experience, preferably previous experience in international organizations Languages

        Requires 

        📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

        ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

        For this position, fluency in English is required (oral and written).

        Desirable

        Working knowledge of Arabic, is  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.
18. Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.