Logistics and Facility Assistant

Short Vacancy Notice

Open to Internal & External Candidates
Position Title: Logistics and Facility Assistant
Classification, Position Grade: General Staff, Grade G4
Duty Station: Jordan, Amman
Type of Appointment: Special Short-Term contract – Six Months with possibility of extension
Date of Issue: 02 March 2022
Closure Date: 16 March 2022
Vacancy No.: JOR/031/2022
Organizational Unit : Logistics & Procurement Unit

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Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Context and Scope
Under the general supervision of Procurement & Logistics and Senior Resource Management, and the direct supervision of the Sr. Facility Assistant, the incumbent will be responsible for handling logistics and facility maintenance related activities in the Mission. Particularly, the incumbent will be responsible for the following

Core Functions / Responsibilities:

1. Assist in monitoring the day-to-day activities in both (Main and MHD) building, ranging from cleaning, functionality of the building’s facilities and fixtures:
2. • Building maintenance – heating, ventilation, air-conditioning systems; electrical and lighting; fire response and link to fire services; plumbing, drainage and water supply
3. • Building cleaning services and links with the janitorial services on contract
4. • Building security linked with Security team
5. • Building grounds and work related to parking, access, cleaning, security, generators, back-up fuel and its storage, space management
6. Respond to messages, requests and complaints related to building’s maintenance and repair, in a hospitable manner. Assist in coordination of repairs, maintenance, and installation of infrastructure both conventional and temporary installations.
7. Raise Purchase Request Form (PRF) upon approval to maintain and improve office facilities.
8. Maintain up-to-date records of all the utilities costs for both buildings and process timely settlement of the Invoices.
9. Assist in planning and coordination of all repair and installation activities, track expenses. Maintain logbook with progress report.
10. IOM is committed to a diverse and inclusive environment.
11. Internal candidates are eligible to apply to this vacancy.
12. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
13. Maintain proper record and inventory of the office stationary by checking stock regularly to determine inventory levels for in-time notification procurement team for the replenishment needed
14. Conduct regular inspections of the facilities to detect and resolve problems, including assessment of the cleaning quality
15. Assist with the hotels booking for the various operations activities
16. Perform any other duties as assigned
    EDUCATION AND EXPERIENCE
    • University degree in Civil Engineering, Supply Management, or a combination of relevant training and practical experience with minimum two years of working experience in managing procurement/logistics activities or High school degree with minimum Four years of progressively responsible professional work experience in managing procurement/logistics activities.
    • Demonstrated ability of working effectively and harmoniously with colleagues from varied culture and professional backgrounds in order to achieve desired goals.
    • Analytical, communication, interpersonal and advocacy skills, Sensitive to and awareness of the local development,
    • Good knowledge of computer management and applications.
    • experience with international organizations & NGOs in procurement and Logistics field is advantage.
    Languages:
    Fluency in English and Arabic oral & written is required,
    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.
    Others:
    • The appointment is subject to funding confirmation.
    • Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances