Supply Chain Assistant (Warehousing)

Organizational Context and Scope

The International Organization for Migration (IOM) is the UN Migration Agency. With 174 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide, IOM works with partners, government and civil society to:

1.         Assist in meeting the operational challenges of migration and mobility.

2.         Advance understanding of migration issues

3.         Encourage social and economic development through migration; and

4.         Uphold the human dignity and well-being of migrants and mobile populations.

IOM is committed to a diverse and inclusive environment. Internal and External candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Under the overall supervision of the Head of the Supply Chain Unit and the direct supervision of the Supply Chain Officer, the Supply Chain Assistant will provide support in the implementation of the Warehousing Operation in the Libya Mission.

Responsibilities and Accountabilities:

1. Provide support to ensure that all warehousing transactions are done in line with IOM internal guidelines.
2. Assist relevant units to organize receiving, storing, packing, kitting, labelling and dispatch of goods from/to the Warehouse in Tripoli.
3. Assist Project Managers to organize the replenishment of Stocks, including liaising with Vendors on timely delivery of stocks to the IOM Libya Warehouse in Tripoli, Libya.
4. Assist requesting units with the organization of Stock movements (inquiries, requests, transport, documentation including Goods Received Note, etc.)
5. Assist with filling of the relevant Importation documentation related to VAT exemptions and duty-free exemptions are processed in a timely manner to ensure smooth delivery of stocks to the relevant locations within Libya, this includes, but not limited to Supplier bonded warehouses (under VMl's), Hired/Serviced Warehouse or IOM Managed warehouse.
6. File, Track, and ensure that the duly Stock Withdrawal Forms (SWF) filed as per IOM's Filling policy and update records in the relevant platforms (e.g. MS. Teams, PRISM apps)
7. Plan and organize efficient and safe storing of goods at the warehouse, according to available space and requirements.
8. Perform Visual Control such as Monthly Spot checks and random sample picking for submission to Quality Control (QC) Unit.
9. Assist in the submission of timely reports to the Supply Chain Officer and perform related entries to update stocks on SAP.
10. Assist in ensuring that all warehousing transactions are recorded according to warehousing management procedures and policies. Document and file all entries for auditing and verification purposes.
11. Report to programme focal points on the inventory, request verification, etc.
12. Monitor the physical stock count process bi-annually in coordination with MSCU.
13. Ensure a high readiness state of the warehouse so stocks can be moved rapidly (including keeping updated load ability information, tracking accurate location of stocks, etc.)
14. Maintain logistic documents/files and record/maintain updated filling system easily accessible.
15. Monitor stocks of office supplies (Stationery etc.) and liaise with logistics for the supplies.

    OTHER TASKS

    1. Seek clarification and/or obtain documents from suppliers/vendors if required in the technical evaluation.
    2. Prepare Request for Payment for submission to Accounts Payable Unit for timely processing of payment to vendors and assist with Fleet management.
    3. Perform other related duties as may be required.

       Required Qualifications and Experience

       EDUCATION

       • University degree in Business Administration, Procurement and Supply, Management or a related field from an accredited academic institution, with two year of relevant professional experience; or,
       • Completed High School/Secondary education with four years of relevant professional experience.

         Specialized training on Warehousing and Logistics is an advantage

         Accredited Universities are those listed in the UNESCO World Higher Education Database.  

         EXPERIENCE

         • A minimum of two years of progressively responsible professional experience in procurement, administrative services or related area is required.
         • At least two years of professional experience in procurement, contract management, or a related area, within the UN common system or in an international public organization, is desirable.
         • Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.
         • A professional certification by an internationally recognized procurement certification authority such as CIPS (level 2 certificate or equivalent) is desirable.
         • Proficiency in SAP, MS Office applications such as Word and Excel; knowledge of other applications such as, PowerPoint and Visio will be helpful.
         • Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
         • Team player; ability to work effectively with different levels within and outside the organization and with colleagues from varied cultures and professional

            Languages

           IOM’s official languages are English, French, and Spanish. 
            

           [1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization’s official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.   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.
    4. Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
16. Courage: Demonstrates willingness to take a stand on issues of importance.