SVN 2025 024 | Senior Supply Chain Associate (Warehouse & Fleet Management)

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 Under the overall supervision of the Head of Resource Management and under the direct supervision of the Supply Chain Officer, the successful candidate will be responsible and accountable for the co-ordination and organizing Mission Stock, asset and inventory and general warehouse and asset management in line with IOM policies, rules and regulations.

1. Coordinate and monitor Respo IOM warehouse operations in the Philippines Mission and its sub offices to ensure compliance with IOM procedures, including safe and efficient warehousing and storage of all warehouse stock and supplies.
2. Coordinate receipts and dispatches of stock, to keep accuracy of warehouse transaction records including identification of discrepancies, to ensure immediate and accurate reporting of goods movements in line with the organization requirements.
3. Monitor inventory management (e.g. physical stock verification, reporting, etc.), and ensure compliance with IOM Procedures for goods handling and storage.
4. Conduct and coordinate mid-year and end year physical verification exercise for all the existing warehouses as per IOM Warehouse Manual and timely reporting to SCD/MSCU.
5. Prepare regular and ad hoc reports and statistics on warehouse operations to support informed planning and decision-making.
6. Monitor preventive measures for safeguarding inventory are applied and quality control actions are taken in line with established procedures.
7. Generate Bi-weekly stock movement reports and a consolidated monthly report of dead stocks for submission to the Management/Project managers.
8. Coordinate security and safety checks at all IOM warehouses according to established standards.
9. Maintain and update inventory files and shipping documents, ensuring proper filing routines.
10. Support implementation of initiatives and provide inputs on operational improvement in coordination with Supply Chain Officer
11. Provide inputs on operation issues and support corrective actions as directed by the Supply Chain Officer, to assess the strengths and the weaknesses of the warehouse operations and propose corrective actions to the management.
12. Provide general and overall guidance on fleet management in accordance to IOM Policies and standards
13. Coordinate vehicle maintenance and repairs and assist in disposal of decommissioned vehicles.
14. Track and monitor mission vehicle, coordinate renewal of insurance/registration, and prepare monthly fleet reports.
15. Maintain accurate asset tracking in IOM system for the Philippines Mission.
16. Monitor project commitments and update asset status in WAVE and Flexi Pro system.
17. Coordinate with CAS-Asset Accounting to address assets-related queries and provide periodic reports, respectively.
18. Conduct annual asset inventory in compliance with IOM’s financial regulations and the applicable IPSAS requirements and assist in asset control processes.
19. Maintain asset records in WAVE and support annual asset accounting and maintenance processes.
20. Prepare documentation and support the committee’s process for Asset Acquisition and Disposal Committee (AADC) quarter meetings for endorsement of scrap and obsolete assets of the mission for immediate disposals.
21. Assist in identifying training needs and support planning of trainings as directed.
22. Provide guidance to staff on operation procedures and ensure tasks are completed according to standards.
23. Any other duties as may be assigned. Education
    • University degree in Supply Chain Management, Operations, Logistics or Warehouse Management or a related field from accredited academic institution, with four (4) years of relevant professional experience. Or,
    • High School degree in above field with six (6) years of relevant experience.Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience
      • Extensive Experience in inventory, asset and fleet management.
      • Progressive Experience in materials handling, warehouse setup; of which one year in any UN system or any multi-cultural organization will be an advantage.
      • Knowledge on INCOTERMS, Country specific and international trade laws and government process related to BOC, DFA and LTO
      • Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detailed oriented.
      • Experience in managing staff and working with diverse and cross-functional teams

        Desirable

        • Experience working in Humanitarian sector
        • Certification in CILT, CPSM or CIPS level 3Skills
          • Analytical, data management and reporting skills (eg. Basic equipment handling, record keeping and monitoring etc.)
          • Teamwork
          • Problem solving skills
          • Time management
          • Excellent Communication skills
          • Knowledge on use of MS Office, Power Bi and ERP (Oracle desired or any other system)Languages
            • For this position, fluency in English and Tagalog 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 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 2)
    • Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
24. Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.