L’OIM recrute un assistant logistique principal (Administration de la flotte), N’Djaména, Tchad
Position Title : Senior Logistics Assistant (FLEET ADMINISTRATION)
Duty Station : N’Djamena, CHAD
Classification : General Service Staff, Grade G6
Type of Appointment : Special Short Term, 6 months with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : August 05, 2020
IOM :
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.
Context :
Under the direct supervision of the Logistics and Procurement Officer and the overall supervision of the Chief of Mission, the successful candidate shall be responsible for the provision of an effective and efficient transport support to all mission activities in line with IOM standard procedures rules and regulations. Specifically, the successful candidate shall be responsible for the following duties:
Core Functions / Responsibilities :
- Assist in coordinating movement of all mission vehicles assigned at N’Djamena Tchad. Prepare daily vehicle movement schedule in coordination with program managers and heads of units ;
- Supervise the performance of duties of all drivers assigned at N’djamena and the regions ;
- Registering, licensing each vehicles and make sure that license are always update. Implement and monitor the transport logbook system for all the vehicles. Check and validate the accuracy of the entries made into the vehicle logbooks both by the drivers and international staff members who are authorized by the Chief of Mission to drive IOM vehicles ;
- Monitor accurate record of vehicle fuel consumption and repair/maintenance cost. Submit monthly vehicle repair/maintenance cost to the Logistics and Procurement Officer ;
- Ensure that all mission vehicles are kept clean (in and out), properly maintained and kept in good running condition all the time. Put in place and implement a preventive maintenance system for all mission vehicles. Coordinate with Heads of Sub-Offices to ensure that vehicles assigned at the sub-offices undergo timely preventive maintenance in accordance to the standard frequency/schedule establish across the mission. Ensure that vehicles needing repairs are promptly and properly repaired for keeping vehicles availability at peak ;
- Immediately report all problems involving transportation and dispatching to Head of Procurement and Logistics Unit and the Security Officer ;
- Ensure that all drivers, including those who are being provided by vehicle rental companies undergo proper security briefing by the Staff Security Unit before their deployment. This includes training on the use of VHF radios and other security related equipment being used by drivers. Monitor the compliance of drivers to established security advisories in coordination with the Staff Security Unit. Maintain a file for each vehicle/equipment which should then include all specifications (procurement docs, insurances, taxes, user’s manual, Certificate of Registration, plate number certificate, repairs/maintenance record, fuel consumption record, accident reports etc.) ;
- Monitor and verify all International Staff members have a valid driver’s license (preferably international driver’s license and driver’s license issued by the staff member’s home country, in that order). Establish proper documentation (including keeping copy of staff member’s valid driver’s license) of assigning mission vehicles to international staff for their daily commute. Conduct drive testing of international staff before recommending to the Head of Logistics & Procurement Unit and the Chief of Mission, the assignment of a mission vehicle to international staff for their daily commute in coordination with security unit ;
- Verify and facilitate drivers and international staff driving IOM vehicles report any accident involving the vehicle or any observation they may have on the vehicle’s performance as soon as possible ;
- Coordinate timely servicing of rented vehicles and/or provision of replacement units whenever rented vehicles are serviced or repaired ;
- Administer the Petty Cash of Fleet Management Section and ensure timely submission of petty cash liquidation reports to Finance Unit ;
- Liaise with Human Resources for the personnel administration drivers and other Fleet Management Section staff. Ensure timely completion of the SES of all staff under his supervision ;
- Perform other tasks assigned by his immediate supervisor and the mission management.
Required Qualifications and Experience :
Education : High School or Certificates in Business Administration, Logistics, Mechanics or any related subjects. At least 6 years’ experience in a similar position; or Bachelor and 4 years of experience in relevant fields.
Experience :
Languages : For this position, fluency in French and English is required.
Required Competencies :
Accountability :
- Accepts and gives constructive criticism ;
- Follows all relevant procedures, processes, and policies ;
- Meets deadline, cost, and quality requirements for outputs ;
- Monitors own work to correct errors ;
- Takes responsibility for meeting commitments and for any shortcomings.
Client Orientation : Identifies the immediate and peripheral clients of own work.
Continuous Learning :
- Contributes to colleagues’ learning ;
- Demonstrates interest in improving relevant skills.
Communication :
- Actively shares relevant information ;
- Writes clearly and effectively, adapting wording and style to the intended audience ;
- Listens effectively and communicates clearly, adapting delivery to the Audience.
Creativity and Initiative : Proactively develops new ways to resolve problems.
Leadership and Negotiation :
- Convinces others to share resources ;
- Presents goals as shared interests.
Performance Management : Provides constructive feedback to colleagues
Professionalism :
- Masters subject matter related to responsibilities• Identifies issues, opportunities, and risks central to responsibilities ;
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation ;
- Persistent, calm, and polite in the face of challenges and stress ;
- Treats all colleagues with respect and dignity ;
- Works effectively with people from different cultures by adapting to relevant cultural contexts ;
- Knowledgeable about and promotes IOM core mandate and migration solutions.
Planning and Organizing :
- Sets clear and achievable goals consistent with agreed priorities for selfand others ;
- Identifies priority activities and assignments for self and others ;
- Organizes and documents work to allow for planned and unplanned handovers.
Accountability :
- Accepts and gives constructive criticism ;
- Follows all relevant procedures, processes, and policies ;
- Meets deadline, cost, and quality requirements for outputs ;
- Monitors own work to correct errors ;
- Takes responsibility for meeting commitments and for any shortcomings.
Client Orientation :
- Identifies the immediate and peripheral clients of own work ;
- Establishes and maintains effective working relationships with clients ;
- Identifies and monitors changes in the needs of clients, including donors,governments, and project beneficiaries.
Continuous Learning :
- Contributes to colleagues’ learning ;
- Demonstrates interest in improving relevant skills ;
- Demonstrates interest in acquiring skills relevant to other functional areas ;
- Keeps abreast of developments in own professional area.
Communication :
- Actively shares relevant information ;
- Clearly communicates, and listens to feedback on, changing priorities andprocedures ;
- Writes clearly and effectively, adapting wording and style to the intendedaudience ;
- Listens effectively and communicates clearly, adapting delivery to theaudience.
Creativity and Initiative : Proactively develops new ways to resolve problems.
Leadership and Negotiation :
- Convinces others to share resources ;
- Presents goals as shared interests.
Performance Management : Provides constructive feedback to colleagues
Professionalism :
- Masters subject matter related to responsibilities ;
- Identifies issues, opportunities, and risks central to responsibilities ;
- Incorporates gender-related needs, perspectives, and concerns, andpromotes equal gender participation ;
- Persistent, calm, and polite in the face of challenges and stress ;
- Treats all colleagues with respect and dignity ;
- Works effectively with people from different cultures by adapting to relevant cultural contexts ;
- Knowledgeable about and promotes IOM core mandate and migration solutions.
Teamwork :
- Actively contributes to an effective, collegial, and agreeable team environment ;
- Contributes to, and follows team objectives ;
- Gives credit where credit is due ;
- Seeks input and feedback from others ;
- Delegates tasks and responsibilities as appropriate ;
- Actively supports and implements final group decisions ;
- Takes joint responsibility for team’s work.
Technical :
- Good knowledge of Microsoft tools (Excel, Word) ;
- Excellent inter-personal communication ;
- Capacity to work as part of a team, to handle stressful situation and sometimes hostile environments ;
- Capacity to respect deadlines ;
- Ability to work diplomatically, with empathy and tact. Sensibility to and ability to work with people from different backgrounds are essential skills ;
- Good negotiation skills and problem solving skills, good organization and good writing skills.
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.
How to apply :
Interested candidates are invited to submit their applications via e-mail to [email protected] referring to this advertisement in the subject: “ SVN-TD-0021-2020 ”. Application must contain a CV and a cover letter in a unique file.
Only shortlisted candidates will be contacted.