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.
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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
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