OPEN TO INTERNAL AND EXTERNAL  CANDIDATES

 

 

Vacancy Notice No.    :      2008/05 (E)

Duty Station                :      Rome, Italy                                                                 

Position Title               :      Logistics/Procurement Assistant

Classification               :      Employee, G 4

Type of appointment   :      Fixed-term, six months, with possibility of extension

Tentative starting date   :      1 August 2008

 

General functions:

 

Under the overall supervision of the Director, Regional Office for the Mediterranean and Chief of Mission in Italy and Malta and the direct supervision of the Regional Resource Management Officer (RRMO), the incumbent will be responsible for providing logistics and procurement support to the Mission in accordance with the IOM Procurement policy and procedures and in close cooperation with the IOM Field Procurement Unit in Manila.

In particular, the incumbent will:

 

á       Monitor office maintenance, safeguarding and maintaining Office premises and assets, organizing repairs of office equipment and machinery; proposing actions to preserve/improve the operational capacity of the office and the equipment;

á       Be 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;

á       Be responsible for the inventory of office equipment and supplies; checking and preparing inventory reports;

á       Maintain Office premises and assets duly insured and insurance policies updated;

á       Monitor stock of office supplies and stationary, ordering replenishment when required, distributing to Staff according to requests;

á       Be responsible for keeping the office public areas, including courtyard, presentable and in good order; organize and carry out storage and disposal of Office items such as equipment, publications, records, etc;

á       Follow up on possible restructuring works to be performed in the premises, which entails contacts with suppliers, estimatesÕ request, etc;

á       Undertake procurement activities including requesting quotes from vendors, verifying and approving suppliers invoices for the goods and services under his/her control, preparing relevant payment requests; all these procurement actions to be handled through the PRISM system;

á       Provide support and guidance to project managers on procurement matters;

á       Receive requests and organizing messenger services, postal service and organizing route of the driver/messenger;

á       Drive Office cars to support messenger services if and when necessary, upon request of the RRMO;

á       Coordinate maintenance of Office vehicles and procure their good functioning; verifying mileage log and gasoline consumption for the office vehicles. Issuing the yearly vehicle status report.

á       Handle and prepare in/outgoing mail and postal meter account;

á       Manage a Petty Cash fund of the Office;

á       Perform other administrative duties as may be assigned.

 

 

 

 

 

                                                                                                                                                      Page 1 of 2

 

 

 

 

 

 

                                                                          - 2 -                                                                     VN 2008/05 (E)

 

 

Desirable Qualifications

 

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

 

Competencies:   a) Commitment, efficiency, flexibility  b) strong organizational skills  c) self-motivation, respect for diversity, drive for results  d) ability to work effectively and harmoniously with colleagues within a team from varied cultures and professional backgrounds.

 

Languages: Thorough knowledge of spoken and written Italian and English.

 

NOTE:

 

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

 

 

Method of application: External candidates with the required qualifications should submit a completed IOM Personal History Form available upon written request to: 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, via Nomentana 62 – 00161 Rome - quoting the above vacancy notice number. Only short-listed candidates will be contacted.

 

 

Closing date:   13 July 2008