Under the overall supervision of the Resource Management Officer and the direct supervision of the National Procurement and Logistics Officer, the Asset and Inventory Assistant will provide general procurement support and assistance to all units within the Global Shared Services Centre in accordance with the IOM policies, rules and regulations.
Act as focal in monitoring and distributing all the physical assets such pre-owned, new assets for both IOM staff and Third Party Contractor (TPC) including assets for disposal including reports preparation.
Safeguard assigned assets of the different units within GSSC.
Manage the GSSC RM Procurement & Logistics stock room and regularly update the inventory tracker and various reports
Report all defective assets, lost and for retirement to Asset and Inventory Assistant for system recording.
Act as focal point for the Asset Assignment Form coordination, approval and issuance.
Conduct quarterly and annul physical asset inventory to keep track of all IOM assets. Including
Prepare files and reports related to the physical inventory such as Asset Transfer Form(ATF), Asset Disposal Form (ADF), Deed of Donation (DOD) and Asset Lost/Damage Report (ALDR).
Coordinate issues with the service provider concerning the immediate repair of reported damaged assests.
Facilitate lost assets that are still in warranty for insurance claim.
Coordinate with ICT in determining defective assets and arrange disposal or sale.
Facilitate pull out of assets for disposal and retirement.
Perform asset tagging of newly acquired assets including update in Flexi Pro & WAVE for assignee/s designation and serial numbers tagging.
In coordination with the supervisor, process MyReceipt, Invoice Submission Tool (IST) and Request For Quotation (RFQ).
At the request of the supervisor, participate in staff development and training processes.
Perform other related duties that may be assigned by the supervisor
EDUCATION
- University degree in Business Administration, Accounting or a related field from an accredited academic institution, with one (1) year of relevant professional experience in procurement and logistics, international vendor sourcing and contract negotiation of which one year experience in UN system or multinational organization; or
- Completed High School degree from an accredited academic institution, with four (4) years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
EXPERIENCE
- Experience performing procurement, supply chain management related tasks of which six (6) months in any UN system or any multi-cultural organization will be an advantage.
- Work experience using SAP procurement module is an advantage.
SKILLS
- Computer literacy including MS Office applications such as Word, Excel etc.
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 five 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.
Notes
Please refer to this link for guidance on IOM Job Category.
- 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.
- Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
- 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.
- 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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.
- No late applications will be accepted. Only shortlisted candidates will be contacted.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies.
