Job Description

Open to Internal and External Candidates

• Position: Logistic Assistant (Warehousing)
• Organizational Unit:  PLU (Procurement and Logistics unit)
• Duty Station: Yemen, Marib
• IOM Classification: G5
• Type of Appointment: Special Short-Term (SST) Graded Contract, 6 Months (With a possibility of renewal up to 9 months)
• SVN No.: SVN2024. 12204
• Estimated Start Date: As soon as possible
• Closing Date: Thursday ,7th November 2024

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.

Organizational Context and Scope:

Under the overall supervision of Procurement and Logistics Officer and the direct supervision of the Supply Chain Officer, the successful candidate will carry out the following functions:

Responsibilities:

1.    Assist in the overall management of the warehouse by receiving the goods, updating the warehouse records in the database and dispatching the goods for all related operations in the mission.
2.    Assist in developing Standard Operating Manual for the warehouse and ensure there is a system in place to be followed at all times;
3.    Assist with monitoring the work of the Warehouse Daily workers and guide them on day to day basis
4.    Assist in verifying all documents received from the vendors related to goods received and services provided at the warehouse with procurement and finance colleagues before payment is released;
5.    Keep the entire warehouse facility well maintained, including ensuring that goods are stocked, stored and updating the stock cards where necessary; 
6.    Receive goods from vendors/transporters and inspect the quantity/quality to ensure they all meet the same specifications and standards ordered;
7.    Assist in monitoring the loading/offloading activities at the warehouse whenever taking place and supervise the hired labour workers to cover the job properly.
8.    Follow up on the transportation of the goods exiting in the warehouse to other destinations in order to ensure they reach their final destination.
9.    Responsible for issuing the “Receiving Report Forms” for the new arrival items into the warehouse and for issuing the “Stock Release Authorization Form” when releasing items from the warehouse.
10.    Conduct physical inventory of items in the warehouse and provide updates on the inventory records upon completing each activity.
11.    Prepare weekly and monthly warehouse report to be shared with the Senior Logistics/Procurement Assistant in Aden as well as Program Managers.
12.    Follow up the warehouse insurance related matters and ensure the relevant documents are signed and are up to date in line with IN_043 Asset and Insurance Policy and coordinated with the SRMO;
13.    Ensure that security is maintained at all times within the warehouse premises in coordination with the Security unit;
14.    Assist in supporting the work-flow from receiving to shipping and communicate issues and concerns to Logistics Unit by ensuring all the original shipping documents are well received in case of receiving new arrival shipments like, packing lists, way bills; bills of lading and the shipping invoices.
15.    Obtain and document the proper authorization and documents from his/her designated officer in case of releasing/issuing any of the warehouse items to any individual and/or unit within the mission.
1. 16.    Closely coordinate with programs and PLU team inn warehousing and improvement of Pipeline BHA WASH & NFI procurements orders and required warehouse spaces for the whole Yemen Warehouse. Identify challenges and bottlenecks and make recommendations on corrective action to be taken including in the delivery plans of WASH, shelter and NFI materials.
16.    Assist in maintaining an accurate inventory through cycle/directed counting.
17.    In coordination with the Migration Health Unit, complete medicines and medical supplies requirements by organizing, verifying order entries, charges, expiration dates and inspections.
18.    Assist the procurement and program colleagues by labelling tenders samples for technical evaluation and inspection processes.
19.    Perform any other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in business administration, Procurement and Logistics or a related field from an accredited academic institution with three years of relevant professional experience;

Or

• Higher School diploma in the above fields with five years of relevant professional experience.
• Operational field experience required; Accredited Universities are those listed in the World Higher Education Database (WHED) Portal.

Experience

• Minimum two (2) years relevant experience in a similar position, with specific focus on logistics and procurement in medium-large scale complex emergencies and inventory stock / supply chain management.
• Comprehensive knowledge of the different elements of the supply chain in humanitarian context;
• Previous experience in conflict affected areas/natural disaster areas with limited infrastructure.    

LANGUAGES

• For all applicants, fluency in English and Arabic 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 three 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) (applicable only if position is with direct reports)

• 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.

Other

• Internals of the Organization and NMS candidates, will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.
• 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.
• This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration. 
• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID- 19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
• IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
• IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
• For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies, IOM Careers and Job Vacancies | International Organization for Migration

As part of the application process, all candidates, regardless of the type or duration of the contract, must disclose any known relative who works for IOM or is engaged with IOM in any capacity.
Non-compliance with the relative disclosure requirement can constitute a basis for withdrawal of offer of employment, or if the employment has begun, terminating the employment contract and/or disciplinary action.