Logistics Assistant

Position Title : Logistics Assistant

Duty Station : IOM Philippines Country Office (Manila)

Classification : General Service Staff, G-4

Type of Appointment : Special short-term graded, six months with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 19 July 2022

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.

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.

Context:

Under the overall supervision of the Resource Management Officer and the direct supervision of Senior Procurement and Logistics Assistant in Manila, the incumbent will assist in logistics, and administrative support at IOM Philippines Country Office.

Core Functions / Responsibilities:

• Responsible for the clearing and receiving of international shipments, physical inspection and count of materials, production of receiving reports and other required paperwork.
• Coordinate with Manila Administrative Center (MAC) Common Services Unit (CSU) for approvals and documentation relating to incoming international shipments.
• Coordinate with the suppliers abroad and secure shipment documents for the custom and tax exemption processing to ensure that the proper documents has been prepared upon arrival of goods to avoid abandonment.
• Coordinate with the broker and monitor the status of the shipment and give updates on the end user regarding the shipments.
• Coordinate the receiving and releasing of items.
• Prepare the Good Receiving Note once the shipment has been handover or deliver to end user and file it in the IOM e-filing.
• Assist the Senior Procurement and Logistics Assistant in managing the mission vehicle in IOM Philippines Country Office. Ensuring roadworthiness of vehicle, regular maintenance is conducted and recorded, daily usage is monitored, and IOM vehicle policy is always observed. Submit monthly report on fuel/mileage analysis, and personal usage (if applicable). Instruct driver on driving tasks to be performed.
• Strictly adhere to IOM’s policies and procedures including prevention of sexual exploitation and abuse and promotion of a respectful work environment.
• Undertake work related travel at the request and approval of the supervisor.
• Other duties as assigned and needed to support the mission’s objectives.

Required Qualifications and Experience

Education

• Bachelor’s degree in preferably in Logistics, Business Administration or any related field with two years of professional work experience.
• Completed secondary education with four years of relevant work experience.

Experience

• Experience in logistics operations
• Experience in international shipping, receiving, stocking, housekeeping, and inventory control
• Experience and knowledge of customs clearance procedures for international organizations in Philippines
• Knowledge of INCOTERMS
• Experience working with government, non-government organization and/or international organization

Skills

• Working knowledge in emergency services, development, or disaster-related fields.
• Strong time management and prioritization skills, able to handle multiple tasks
• Excellent planning, communication and organizational skills
• Good interpersonal skills

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

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 wherever possible.
• 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.

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.

IOM’s competency framework can be found at this link. Competencies will be assessed during a competency-based interview.

Other

Any offer made to the candidate in relation to this 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 neighbouring 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 neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.