Warehouse/Pipeline Officer (P2) Pemba, Mozambique

Position Title: Warehouse/Pipeline Officer

Duty Station: Pemba, Mozambique

Classification: Professional Staff, Grade P2

Type of Appointment: Special short-term graded, 6 months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 20 December 2023

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 work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Botswana; Cabo Verde; Comoros; Congo (the); Cook Islands; Dominica; Fiji; Grenada; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Latvia; Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Uzbekistan; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Chief of Mission (CoM), direct supervision of the Head of Resources Management, and in close coordination with Programme Coordinator (Shelter Cluster), the Warehouse/Pipeline Officer will be responsible for supervising the day-to-day activities of the warehouse management function, checking that the inventory system is fully operational according to IOM SOP and rules/regulations.

The Warehouse/Pipeline Officer will be responsible for organizing and supervising all warehouse operations and inventory management systems, and for contributing technical inputs to help increase effectiveness, efficiency and transparency of the warehouse management in Mozambique, guided by these principles when undertaking all warehouse and logistics activities. The Warehouse/Pipeline Officer will also be responsible for assisting with IOM Mozambique’s Shelter/NFI Pipeline activities, such as direct implementation and distribution through implementation partners, in close coordination with the Programme Coordinator (Shelter Cluster).

Core Functions / Responsibilities:

1. In close coordination with the Chief of Mission, Head of Resources Management, and Supply Chain Officer, assist with the strategic planning, implementation and monitoring aspects related to warehousing needs of the Sub Office.
2. Draft portions of and implement SOPs for warehouse operations that guarantee the efficient, effective and appropriate reception, consolidation, storage and dispatch of all items in the warehouse, including accurate inventory record keeping, in line with IOM internal guidelines and in close coordination with the Supply Chain Officer.
3. Provide technical support for the online pipeline request system by offering induction training for various users, flagging issues on the system to HQ counterpart and providing suggestions for system enhancement.
4. Supervise and coordinate the daily warehousing activities, identifying areas of improvement and recommending adjustments to existing work procedures and processes, and ensure that all warehouse activities are conducted in accordance with these guidelines, quality management systems, dangerous goods regulations and organization’s best practices.
5. Monitor the budgetary aspects related to warehouse operations, organize and maintain inventory and storage area, maintain items record, document necessary information and utilize reports to project warehouse status.
6. Provide support in drafting proposals and budgets specific to S/NFI pipeline activities incoherence with the emerging needs of the pipeline and the context of emergency response.
7. Coordinate Shelter Cluster implementing partners requests, facilitate the release of S/NFI pipeline items and follow up to facilitate timely and quality data/reports received in accordance with donor requirements and IOM’s policies and procedures.
8. Draft portions of implementation agreements, Donation Agreement, and other necessary documents related to the Pipeline/Common stock items, in close coordination with the IOM Resource Management Unit and Shelter Cluster and/or Programme.
9. Track/verify the respective Shelter NFI procurements, supplies preposition/transportation and distribution data, and keep pipeline in & out matrix in close coordination with IOM Procurement Unit, Warehouse Logistic Officer, and the Field Focal Points. Crosscheck different data sets and reconcile data gaps. Provide operational information that will be used for allocation of items.
10. Train and supervise national staff ensuring that they conform to established warehouse management procedures, provide guidance and technical assistance, monitoring staff performance, professional development and recommend trainings as required to discharge their responsibilities with integrity and professionalism in accordance with IOM’s Code of Conduct.
11. When required, participate in IOM’s Shelter/NFI programme and Common Pipeline cluster meetings, donor meetings, and Government meetings. Take minutes of the meeting and keep track of those meetings for filing and reporting purposes.
12. Supervise the Mid-Year and Annual Physical Stock Counts and oversee preparation and distribution of regular inventory reports; provide weekly updates of the activities and events related to the core pipeline/common stock of items during the weekly internal coordination meetings.
13. Analyze the warehouse running costs and check if warehousing operations are efficient and effective, applying safe work policies and practices to protect both persons and property.
14. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Social Science, Law, Management, Information Management, Disaster Risk Management or a related field from an accredited academic institution with two years of relevant professional experience; or,
• University degree in the above fields with four years of relevant professional experience.

Experience

• Experience in humanitarian emergencies, logistics/warehouse management and/or shelter/NFI pipeline activity is an advantage.
• Work experience with international organization or international NGO is an asset.

Skills

• Advanced computer skills, including proficiency in MS Office package (Office, Excel, PowerPoint, Outlook), internet and Email.
• Demonstrated ability to supervise and manage staff at an operational level in humanitarian emergencies.
• Demonstrated skills in monitoring and evaluation and data analysis.
• Demonstrated ability to deliver quality assignments under tight timeframes.
• Ability to work independently, to follow leads and to be innovative in obtaining and triangulating information from a variety of sources.
• Well organized, mature individual, able to work independently, paying attention to detail, and meet deadlines.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Must have excellent communication skill (written and spoken).
• Ability to work under pressure and with minimum supervision.
• Strong interpersonal skill, ability to work in a diverse team, flexible and quickly adapt to new/different environment.
• Familiarity with UN common system or similar systems is a distinct advantage.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of Portuguese is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

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

Required Competencies:

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.
• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.