Logistics Assistant

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   Working under the overall supervision of the Head of Resource Management and the direct supervision of the Senior Logistics Assistant, the incumbent will be responsible for the coordination and implementation of the logistics process including inventory management, transport coordination, warehouse management, receiving of supplies/services, verifying invoices and preparing of requests for payments at the Mission in Malaysia in accordance with IOM’s Supply Chain and Procurement policies and procedures. 

1. Coordinate with the receiving units on Goods/Services to be received and obtain the satisfactory delivery notes, Goods Receipt Notes and invoices from the receiving unit.  
2. Maintaining Good Warehouse Practices (GWP) and Health, Safety and Environment (HSE) standards through tidy shelving, racking system/store management, bin cards, First Expired First Out (FEFO), and First in First Out (FIFO).  
3. Ensure that all warehouse dispatches are supported by fully approved stock withdrawal forms, IOM waybills & copies are kept in file.  
4. Arrange for cleaning / fumigation and maintenance work at all IOM facilities in the Mission as needed.
5. Assist in maintaining records for office supplies and other consumables  
6. Prepare monthly stock update spreadsheets for office supplies and other consumables and submit them to the Supervisor for review.  
7. Assist in inspection, verification goods received and report to Supervisor.  
8. Follow up with Vendors regularly on submission of invoices for goods/services delivered and ensure that payments are processed in a timely manner.  
9. Coordinate and schedule vehicle assignments to staff members based on operational requirements.
10. Assist the Senior Logistics Assistant in ensuring that rented Vehicles are maintained/serviced properly by the Transport Service Providers (Vendors) in a timely manner, including the fuel management, roadworthiness and safety standards.  
11. Maintain both efficient e-filing and physical filing of all Logistics records and ensure these records are up to date.  
12. Perform any other duties as may be required from time to time.   Education
    • Bachelor’s Degree in Supply Chain Management, Business Administration or any other related and relevant field from an accredited academic institution with two years of relevant professional experience; or Diploma in the above fields with four years of relevant professional experience.  Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Relevant experience in Supply Chain Management;  
      • Work experience in UN or any international organization preferred; Skills
        • Skills and knowledge in Conducting local/international procurement, clearing & forwarding, Government laws and regulations, insurance and inventory/stock/supplies and management.
        • Very good understanding of IOM Procurement and Logistics policies.  
        • Knowledge of SAP(PRISM) and Oracle is desired. 
        • Common software applications such as Word, Excel, PowerPoint and Access.  
        • Demonstrated ability to maintain integrity in performing responsibilities assigned. Languages
          • For all applicants, fluency in English and Bahasa Melayu is required (oral and written).  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.
13. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
14. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.