Logistics Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Logistics Assistant

Vacancy Number: SVN/IOMSO/014/2024

Duty Station: IOM Somalia Nairobi Support Office

Classification: General Service Category, Grade G3

Type of Appointment: Special Short Term, Six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 24 June, 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context:

Under the overall supervision of the Supply Chain Officer and direct supervision of the Senior Procurement and Logistics Assistant; the successful candidate will be responsible and accountable for the following:

Core Functions / Responsibilities:

1. Support the coordination of vehicles monthly movement, monitor maintenance and reports, upload to tracking tool.
2. Carry out monthly vehicles fuel amortisation, liquidation and advance payments to vendor, monitoring reorder levels on tracking tool.
3. Support the allocation, distribution, and mapping of Safaricom official postpaid lines to individual staff members after approval.
4. Process monthly official postpaid bills and fibre projectization payments and distribution to individual staff to account for private bills and share with HR in payroll processing.
5. Process monthly outsourced transport bills projectization and payment processing.
6. Keep updated the Vehicles tracking contract and insurance renewals, payment processing.
7. Support Nairobi expressway amortization, liquidation and advance payment processing while monitoring usage and reorder levels.
8. Process Nairobi county parking tickets renewals and payment processing.
9. Monitor the office post office renewals and payment processing.
10. Assist in receiving, inspection, verification goods received and report to Procurement and Logistics Assistant.
11. Prepare payment requests as indicated and follow up with Finance Unit for the timely payment of suppliers and service providers.
12. Perform such any duties as may be assigned.

Required Qualifications and Experience

Education

• University degree, preferably in the area of Purchasing and Supply Management, Logistics or Business Administration or a related field from an accredited academic institution with at least one year of relevant professional work experience; or,
• Completed High School degree in the above fields with three years of relevant professional experience

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proven experience in managing facilities and utilities contracts and payments and ensuring compliance with the organization’s policies and procedures.
• Strong ability to work independently and under pressure, and to cope with a dynamic and complex operational environment.
• Excellent communication and interpersonal skills, and ability to liaise effectively with internal and external stakeholders.
• Proficiency in Microsoft Office and other relevant software, and willingness to learn new tools and systems.

Languages

For all applicants, fluency in English is required (oral and written).

Knowledge of Kiswahili is an advantage

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Other

Any offer made to the candidate in relation to this special vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered.

In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and a work permit, as applicable.