Logistics and Administrative Assistant (Ref: VN#TR/2018/183)
IOM | Hatay |
22.11.2018 | 22.12.2018 |
Sivil Toplum | |
Tam Zamanlı | |
İlan Detayları
Vacancy Notice Number: | VN#TR/2018/183 |
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Position Title: | Logistics and Administrative Assistant |
Duty Station: | Hatay-Turkey |
Classification: | 6 months Special Short Term Ungraded Contract –with possible extension |
Deadline of Applications: | 27 November 2018 |
Number of People to be hired | 1 |
Eligibility: | Internal and External Candidates |
General Functions:
Under the overall supervision of the Head of Sub-Office, and the technical supervision of the Procurement and Logistics Officer and Logistics and Fleet Assistant in Gaziantep, in close coordination with the Resource Management Officer in Gaziantep, the incumbent will be responsible in providing overall logistics, human resources, finance and administrative support in the sub-office.
Major Duties and Responsibilities:
Warehouse
1. In coordination with Gaziantep Procurement and Logistics and Warehouse, ensure that goods are properly received, stored, dispatched and accounted for as per IOM warehousing procedures, including preparation of relevant documents such as Receiving Reports and Waybills, conducting quantity and visual quality checks, and updating records in the IOM Turkey portal on timely basis.
2. Oversee loading and unloading of trucks in the warehouse, organizing hourly contracted laborers,and ensuring timely coordination with Gaziantep Procurement and Logistics and Warehouse and Program Staff.
3. Organize conduct of physical count of warehouse inventory and facilitate reconciling physical count with inventory records.
Logistics
1. In close coordination with Program Staff, liaise with transport service providers and oversee delivery of non-food items (NFIs) to beneficiaries, implementing partners,other warehouses and/or border trans-shipment zones.
2. In coordination with Gaziantep Logistics and Fleet Assistant, supervise drivers and oversee office vehicles and rental vehicles, including day to day allocation of vehicles,tracking of vehicle movements, spot checking of vehicle logbooks, and provision of monthly fleet operations reports.
3. Plan vehicle regular proper maintenance and repairs; forecast fuel supply needs, ensure safe running conditions for all vehicles; as needed, prepare accident reports and obtain police report related to accident.
4. Confirm usage of rental vehicles and submit related vehicle logbooks to Gaziantep Logistics and Fleet Assistant to support Request for Payment.
Human Resources and Finance
1. Ensure that the attendance records of staff on hourly contracts are accurate, extracted and compiled on designated cut-off dates, and payroll summary prepared and Request for Payment submitted for timely processing.
2. Facilitate documents flow to and from Gaziantep and sub-office with regard to procurement, staff travel,human resources and finance, including Purchase Requisition, Travel Authorization, Staff Contracts, Request for Payment, and assist with payment disbursements as needed.
3. Perform duties of Petty Cash Custodian for sub-office, preparing sub-office fund request, undertaking petty cash purchases, and submitting petty cash liquidation on monthly basis.
4. Perform such other duties as may be assigned.
Required Qualifications:
Education:
- University degree in Business Administration, Management, Logistics, or a related field from an accredited academic institution, with two years of relevant professional experience; or
- Completed High school degree from an accredited academic institution, with four years of relevant professional experience.
Experience:
- Experience in logistics, warehousing and inventory;
- Experience in providing program and administrative support.
Languages:
- Fluency in Turkish and English is required.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Values
Inclusion and respect for diversity:
- Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
- Challenges prejudice, biases and intolerance in the workplace.
Integrity and transparency:
- Uphold sand promotes the Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the organization’s resources reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism:
- Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
- Seeks to raise professional standards in self and others through daily work and activities.
- Adapts quickly to change and is decisive and versatile in face of uncertainty.
- Shows self-control and persistence when faced with difficult problems and remains calm in stressful situations.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies –behavioural indicators level 1
Teamwork:
- Establishes strong relationships with colleagues and partners; relates well to people at all levels.
- Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
- Willingly puts in extra effort without being asked and adopts a"hands-on" approach whenever necessary to achieve team objectives.
- Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering Results:
- Produces quality results and provides quality services to clients.
- Meets goals and timelines for delivery of products or services.
- Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Shows understanding of own role and responsibilities in relation to expected results.
Managing and sharing knowledge:
- Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
- Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
- Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Contributes to the identification of improvements to work processes and assists in implementing them.
Accountability:
- Accepts personal responsibility for quality and timeliness of work.
- Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
- Operates in compliance with organizational regulations and rules.
- Accepts and gives constructive criticism; acknowledges and corrects mistakes and appy lessons learned for improvement.
Communication:
- Presents information using language and sequence of ideas that is easy for recipients to understand.
- Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
- Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
- Listens carefully and genuinely to the views and positions of others; acts on received information.
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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, accreditation, any residency or visa requirements, and security clearances.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.
Please be advised that this is a local position and as such only applications from candidates with a valid residence / working permit residing in Turkey will be considered.
How to Apply:
Interested candidates are requested to submit their application including the most recent CV with a cover letter in English with contact details (name, position, phone and e-mail details) of three references by indicating name of the position applied with its VN number in the subject line of the e-mail to to iomtrjobs@iom.int or to IOM Birlik Mahallesi Sehit Kurbani Akboga Sok. No:24 06610, Çankaya, Ankara Turkey by the end of 27 November 2018.
Please note that only shortlisted candidates will be contacted.
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