RE-POST : Logistics Assistant (Asset & Warehouse Inventory Management)

International Organization for Migration (IOM)
Indonesia is looking for a Logistics Assistant (Asset & Warehouse
Inventory Management)according to the terms
of reference below:


I. Position Information
Reference No.
Position title
Base Salary
Position grade
Duty station
Type of Contract SVN/ID10/2013/019
Logistics Assistant (Asset & Warehouse Inventory Management)
IDR 12,418,167 per month
General Service Staff, Grade 5
Jakarta
Special All Inclusive Contract for 6 (six) months, subject to the medical clearance (the first three months will be considered as probation period). The tenure of contract of internal candidate holding a Fixed Term/Regular contract will remain unchanged.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation Band III
Logistics & Procurement
Department of Resources Management – IOM Jakarta
n/a
n/a
n/a
Reporting directly to Logistics & Procurement Officer
Overall supervision by Senior Resources Management Officer
Managerial responsibility No
Directly reporting staff 0

II. Organizational Context and Scope

Under the guidance and direct supervision of the Logistics/Procurement Officer and the overall supervision of the Senior Resource Management Officer, the incumbent will be responsible for mission overall asset inventory management, including PRISM asset creation and maintenance, physical verification, data reconciliation and preparation of reports

III. Responsibilities and Accountabilities

1.       Coordinate with sub offices and relevant units to ensure compliance to asset inventory policy and ensure that all newly purchased assets are registered through PRISM.
2.       Conduct regular updates to PRISM asset data in line to asset movement and changes
3.       Ensure that for asset assigned to staff appropriate Asset Assignment Form (AAF)/Asset Hand-over Form (AHF) are issued, as well as AHF for immigration authorities are in place. Coordinate with HR and IT related to movable assets assigned to staff members
4.       Coordinate with all sub-offices in Indonesia to check/reconcile their asset physically with the data generated from PRISM, ensure assets are labeled and accordingly update PRISM asset data
5.       Responsible to prepare and obtain approvals for Deed of Donation (DoD) and Deed of Sale (DoS) for sold and donated assets
6.       Coordinate with PRISM team in Manila on any asset management matter matters. Obtain approval for Asset Disposal Form (ADF) from IOM Management and FPU Manila for all broken/sold/donated assets and preform PRISM updates as necessary
7.       Ensure all warehousing transactions are done in line to IOM internal guidelines and in close coordination with Logistics/Procurement Officer.
8.       Coordinate with relevant IOM departments and offices in receiving, storing, packing, kitting, labelling and dispatch of goods from/to the warehouse.
9.       Plan and organize efficient and safe storing of goods at the warehouse, according available space and requirements.
10.   Ensures that all goods are properly stored and timely registered into the warehouse inventory data base.
11.   Responsible for all financial aspects related to warehouse and accountable for all stored goods.
12.   Maintain regular minimum stock of office stationeries and provide staff with required stationaries in timely manner. Keep records of all transactions related to purchase and provision of office stationeries to the staff.
13.   Coordinate with Procurement colleges in replenishment of the stock and purchase of office stationeries
14.   Assist procurement colleagues in provision and/or purchase of office furniture and equipment.
15.   Ensure that office furniture and equipment are in good condition. When necessary or requested by staff conduct maintenance of office furniture and rearrangement of office layout.
16.   Liaise with service providers in provision of services related to office maintenance and provide common office support to staff as required.
17.   Maintain records of all transactions, ensuring that an efficient filing system for records of all quotations, copies of records of expenditure, receipts, invoices, etc. are kept.
18.   At the request of the Supervisor, participate in staff development and training processes
19.   When necessary, travel to sub-offices and provide training to relevant staff to increase their knowledge and capacity and ensure that logistics activities are conducted in line to rules and regulations
20.   Perform such other related duties as may be assigned.

IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural
Accountability
* Accepts and gives constructive criticism
* Follows all relevant procedures, processes, and policies
* Meets deadline, cost, and quality requirements for outputs
* Monitors own work to correct errors
* Takes responsibility for meeting commitments and for any shortcomings

Client Orientation
* Identifies the immediate and peripheral clients of own work
* Establishes and maintains effective working relationships with clients
* Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
* Keeps clients informed of developments and setbacks

Continuous Learning
* Contributes to colleagues' learning
* Demonstrates interest in improving relevant skills
* Demonstrates interest in acquiring skills relevant to other functional areas
* Keeps abreast of developments in own professional area


Communication
* Actively shares relevant information
* Clearly communicates, and listens to feedback on, changing priorities and procedures
* Writes clearly and effectively, adapting wording and style to the intended audience
* Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative
* Actively seeks new ways of improving programmes or services
* Expands responsibilities while maintaining existing ones
* Persuades others to consider new ideas
* Proactively develops new ways to resolve problems

Leadership and Negotiation
* Convinces others to share resources
* Actively identifies opportunities for and promotes organizational change
* Presents goals as shared interests
* Articulates vision to motivate colleagues and follows through with commitments

Performance Management
* Provides constructive feedback to colleagues
* Identifies ways for their staff to develop their abilities and careers
* Provides fair, accurate, timely, and constructive staff evaluations
* Uses staff evaluations appropriately in recruitment and other relevant HR procedures
* Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

Planning and Organizing
* Sets clear and achievable goals consistent with agreed priorities for self and others
* Identifies priority activities and assignments for self and others* Organizes and documents work to allow for planned and unplanned handovers
* Organizes and documents work to allow for planned and unplanned handovers
* Identifies risks and makes contingency plans
* Adjusts priorities and plans to achieve goals
* Allocates appropriate times and resources for own work and that of team members

Professionalism
* Masters subject matter related to responsibilities
* Identifies issues, opportunities, and risks central to responsibilities
* Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
* Persistent, calm, and polite in the face of challenges and stress
* Treats all colleagues with respect and dignity
* Works effectively with people from different cultures by adapting to relevant cultural contexts
* Knowledgeable about and promotes IOM core mandate and migration Solutions

Teamwork
* Actively contributes to an effective, collegial, and agreeable team environment
* Contributes to, and follows team objectives
* Gives credit where credit is due
* Seeks input and feedback from others
* Delegates tasks and responsibilities as appropriate
* Actively supports and implements final group decisions
* Takes joint responsibility for team's work

Technological Awareness
* Learns about developments in available technology
* Proactively identifies and advocates for cost-efficient technology solutions
* Understands applicability and limitation of technology and seeks to apply it to appropriate work

Resources Mobilization
* Establishes realistic resource requirements to meet IOM needs

Technical
a)      Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
b)     Effectively works with vendors and service providers in compliance with IOM procedures to secure cost-effective quality solutions for IOM
c)      Proficient in computer application.

V. Education and Experience

a)      University degree in the relevant field of expertise (Business Administration, Logistics, Management).
b)      Minimum five years of experience in administration, logistics and procurement, warehouse/asset inventory management, preferably have experience in procurement/logistics at IOM.

VI. Languages

Fluency in English and Bahasa Indonesia, both oral and written.


HOW TO APPLY

Interested candidates
are invited to send the application in ENGLISH, with :

a)      Cover letter,
clearly specify suitability and availability date,
b)     Complete the
Personal History Form  which can be
downloaded at the following link :
        http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c)      Detailed curriculum vitae, including historical
salary and minimum three referees (preferably former direct supervisors).

Please submit the
application by email  to recruitment-indonesia@iom.int  and indicating the
reference code above (SVN/ID10/2013/019)  as subject. The deadline
for applications is  27 June 2013.

Only
applicant who meet the above qualification will be considered and for those who
have applied for the same position previously need not to re-apply.