Вакансия Асистент/-ка Проєкту / (Asset Management Assistant (2 positions)) - Міжнародна організація з міграції (МОМ), Представництво в Україні

Duty Station: Kyiv, Ukraine

Classification: General Service Staff, Grade G4 

Type of Appointment: Fixed-Term, one year with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 11 August 2023 

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Chief of Mission and the direct supervision of the Supply Chain Officer, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for supporting the procurement and asset management activities.

 Core Functions / Responsibilities:

1. Register all newly purchased assets through SAP in compliance with asset inventory policy.
2. Maintain an updated asset movement/transfer assigned to staff members. Sign off separation clearances for assets of departing staff members/consultants, including maintain an updated loss/damage of asset. Ask staff member to prepare Asset Loss/Damage Form accordingly.
3. Conduct regular check/reconcile asset physically with the data generated from SAP, ensure assets are labelled and update SAP asset data accordingly, perform disposal process of asset (bidding, handing over of asset, scrapping) and the retirement process in the system.
4. Ensure that all assets assigned to staff are supported by appropriate Asset Assignment Form (AAF), as well as AHF for asset handover to Government authorities.
5. Update SAP asset data in line with actual asset movement and changes. Each movement/changes should be reflected in updated AAF and recorded in the system in timely manner.
6. Coordinate with CAS-Asset Management in Manila on any asset management matters. Obtain approval for Asset Disposal Form (ADF) from IOM Management and CAS-Asset Management for all broken/sold/donated assets.
7. Maintain records of all asset transactions (creation, assignment, transfer, handover, and retirement), ensuring that an efficient filing system for records regarding assets are in place (e.g. assets quotations, AAF, AHF, ADF, other reports/HQ approvals etc.).
8. In conjunction with verification team, assist in providing asset data for the verification (e.g. ZASSETLIST, AAF), coordinate with sub offices prior to the verification process, and reconcile the result of all verification reports.
9. Support organization of the procurement processes, including preparation and conduct of request of quotations/proposals, receipt of quotations, bids or proposals, their evaluation, negotiation and conclusion of contracts, ensuring the cost saving and reduction strategy.
10. Provide administrative and logistical support in shipment/customs clearances, brokerage related for staff relocation related issues.
11. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Business Administration, Supply Chain Management or a related field from an accredited academic institution with two years of relevant professional experience; or
• High school diploma with four years of relevant professional experience.

Experience

• Experience in administration, logistics and procurement, warehouse/asset inventory management, preferably experience in procurement/logistics at IOM.
• Ability to prepare clear and concise reports and to analyses and interpret source information and database.
• High level of computer literacy.
• Good knowledge of MS-Office, specifically Microsoft EXCEL.
• Knowledge and experience in SAP are an advantage.

Languages

Fluency in English and Ukrainian is required.

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

Core Competencies – behavioural indicators

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form   and sending to [email protected]  by 11 August 2023 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.