Context
Under general guidance of Chief of Mission ,under the overall supervision of the Head of Resources Management Officer (H-RMD) and Supply Chain Officer , the direct supervision of the Sr. Supply Chain Assistant (Logistics); and, in collaboration with relevant units at Erbil Office, the Supply Chain Assistant – Facilities Maintenance & Admin will be responsible and accountable for managing the Facilities Maintenance and Admin functions in Erbil Sub Office.
Responsibilities
- Facilities Maintenance
- Adhere to IOM administrative procedures and standards as well as highest degree of personal and professional ethics for facilities maintenance.
- Respond to maintenance requests in timely manner and submit payments for services rendered to Finance for process on time.
- Verify that all Facilities maintenance activities are approved by the relevant Project Manager in accordance to the approval authorization matrix and donor’s requirements.
- Maintain records of all Facilities Maintenance transactions, ensuring that an efficient filing system for records are kept as per IOM procedures.
- Observe the schedule and coordinate maintenance of generator, lift and security xray machine.
- Support the Snr Supply chain Asst (Logistics) with ensuring that contracts of service providers are up todate.
- Coordinate with Procurement and Finance to ensure efficient and timely maintenance is carried out.
- Prepare monthly progress report for all Facilities Maintenance activities.
Management of Office Stationary & Consumables
- Replenish office stationary timely.
- Maintain up to date records of movement of office stationary, making sure that receipts, requests and dispatches are properly files for future reference
- Prepare monthly report for all stationary management activities.
- Ensure that stationary store rooms are properly packed and items are easily accessible and can be counted easily.
- Tracki Sim Cards – purchasing, receiving, issuing out and receiving returned cards.
- Monitor and maintain adequate airtime credit availability for staff and track and facilitate the timely execution of automatic top up of Staff phone credit.
- Monitor the work of Service providers for office cleaning, garbage removal, maintenance of generators lift and security xray machine.
- Monitor office cleanliness and ensure that kitchen and toiletry supplies are available for use by staff.
- Perform other duties as may be assigned.
Qualifications
Education
- University degree in the above fields with three years of relevant professional experience.
- Bachelor’s degree with five years of relevant professional experience.
- Professional certification as CIPS/ CILT will be a distinct advantage.
Experience
- Professional experience with specific focus on local procurement, VAT, GoI laws and regulations,
- Facilities management experience and insurance management
- Experience in inventory/stock/supplies management.
- Experience working with an international organization or NGO in the logistics section
Skills
- Ability to work independently or with minimal supervision;
- Managerial skills are required (planning, organization and reporting).
- Good communication skills
- Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds, ability to handle confidential matters
- Ability to meet deadlines and work under pressure.
- Good level of computer literacy, knowledge of SAP will be considered as an advantage.
- Personal commitment, efficiency, flexibility, drive for results
Languages
- IOM’s official languages are English, Arabic, and Khurdish.
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.
