OPEN TO INTERNAL AND EXTERNAL CANDIDATES

Vacancy Notice No.            :        ASO/005-06

Duty Station                        :        Rome, Italy

Position Title                     :        Administration/Logistics Coordinator

Type of appointment           :        Special all-inclusive contract, duration  six months renewable

General functions: Under the general supervision of the Director, Regional Office for the Mediterranean and Chief of Mission in Italy and the direct supervision of the Regional Resource Management Officer (RRMO), the incumbent will be responsible for organizing logistics for several administrative services: messenger services, outside events, maintenance of premises, maintenance of vehicles, general procurement, etc. Functions include:

1. Monitoring office maintenance, safeguarding and maintaining Office assets, organizing repairs of office equipment and machinery; proposing actions to preserve/improve the operational capacity of the office and the equipment;

2. Being responsible for monitoring security matters and reporting them to RRMO and Security Focal Points; suggesting appropriate action to ensure the safety, security and protection of IOM staff and property;

3. Being responsible for the inventory of office equipment and supplies; checking and preparing inventory reports;

4. Maintaining Office assets duly insured and insurance policies updated;

5. Monitoring stock of office supplies and stationary, ordering replenishment when required, distributing according to requests;

6. Being responsible for keeping the office public areas presentable and in good order; organizing and carrying out storage and disposal of Office items such as equipment, publications, records, etc;

7. Following up on possible restructuring works to be performed in the premises, which entails contacts with suppliers, estimates’ request, etc;

8. Requesting quotes from vendors for Office Supplies and minor equipment; verifying and approving suppliers invoices for the goods and services under his/her control; preparing relevant payment requests;

9. Receiving requests and organizing messenger services, postal service and organizing route of the driver/messenger;

10. Driving Office cars to support messenger services when necessary;

11. Controlling the condition of Office vehicles and procure their good functioning; verifying mileage log and gasoline consumption for the office vehicles. Issuing the yearly vehicle status report.

12. Handling and preparing in/outgoing mail and postal meter account;

13. Managing a Petty Cash fund of the Office;

14. Supervising the receptionist/switchboard operator and attending the phone switchboard, if necessary;

15. Performing such other duties as may be assigned

Desirable Qualifications:

Education, experience: Secondary school education diploma. 5 years of experience in the administrative and/or logistics field. Use of Microsoft Office. Driving license.

Personal qualities: Commitment, efficiency, flexibility, self-motivation, respect for diversity, strong organizational skills. In addition, an ability to work effectively and harmoniously with colleagues within a team from varied cultures and professional backgrounds is also desired.

Languages: Italian and good knowledge of English, written and oral.

Method of application: External candidates with the required qualifications should submit a completed IOM Personal History Form available upon written request (sdiblasi@iom.int). Candidates holding an IOM contract should submit the internal application form. All applications should be addressed to the Regional Resource Management Officer, IOM Rome, quoting the above vacancy notice number.

Closing Date: 31 March 2006

** The tenure of contract of staff members holding a regular contract will remain unchanged.