National Warehouse and Logistics Officer At International Organization for Migration

Position Title : National Warehouse and Logistics Officer
Vacancy Number : SVN/IOMSO/003/2023
Duty Station : IOM Somalia in Mogadishu, Somalia.
Classification : National Officers Category, Grade NO-A
Type of Appointment : Special Short Term, Nine Months with possibility of
extension
Estimated Start Date : As soon as possible
Closing Date : 22 March, 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.

Context:
Under the direct supervision of the Procurement & Logistics Officer and the overall
supervision of the Supply Chain Officer and in close coordination with relevant
Programme Officer (ES/NFI), the National Warehouse and Logistics Officer will be
responsible for coordinating and organizing warehouse management, Asset
Management and Logistic activities and management of fleet at Mogadishu Office.
The incumbent will be also responsible and accountable for supervising and training
of all the Warehouse and Logistics staff in the Country Office.

Core Functions / Responsibilities:

1. Manage the warehousing activities and asset administration of Somalia
   Country Office and provide support and training with respect to IOM
   Warehouse and Asset management issues.
2. Coordinate and monitor the implementation of appropriate warehouse and
   Asset administration processes, procedures and solutions ensuring a solid
   internal control system in the field and sub-office
   IOM is committed to a diverse and inclusive work environment. Internal candidates are
   eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are
   considered as first-tier candidates.
3. Coordinate all warehouse and asset administration tasks and activities, including scheduling provision of materials and equipment needed by the sub-offices. Prepare regular monthly progress reports, statistical information and briefing materials on warehousing matters as required
4. Monitor and make recommendations on warehouse space, storage, layout, warehouse inventory address systems and requirements for handling equipment. Participate in the design and implementation of a system to optimize the warehouse stock layout, stock cards updates, and inventory tracking system to minimize cost.
5. Conduct periodic warehouse and asset physical inspections to ensure accuracy of inventory counts, identify impairments and take corrective actions in the case of discrepancies and/or stock deterioration.
6. Coordinate the work of Quality Control Assistant during the quality inspections to control the specifications of procured goods using specialized equipment. Ensure proper documentation is adhered to as per IOM’s quality inspection procedures.
7. Monitor the work of warehouse unit’s staff to ensure accurate, up-to-date warehouse records, documents, and files, which includes copies of Purchase Request forms (PRFs), Purchase Orders (POs), Core pipeline requests, waybills, Good Received Notes, packing lists etc are kept accordingly. Warehouse records should accurately reflect actual inventory, receipts, goods returned, withdrawals and impaired goods and losses
8. Follow up with sub-offices to ensure timely submission of required reports and documentation to relevant units regarding the warehouse activities
9. Establish and maintain a file containing training records for the unit’s staff, inventory management and update, safety and security. Conduct monthly warehouse meeting to review planning or issues.
10. In close coordination with Procurement and Logistics Officer and ES/NFI Programme Officer, plan and implement transportation of cargo as requested by relevant units.
11. In close coordination with Procurement and Logistics Officer and Resource Management Officer (RMO), ensure that the reporting and auditing requirements of all warehouses in sub-offices are observed and followed
12. In close coordination with Procurement and Logistics Officer and Security Officer of Somalia CO, ensure the safety and wellness measures in warehouse management are implemented and followed, including the implementation of Minimum Operating Security Standards/Security Risk Management (MOSS/SRM)
13. In close coordination with Procurement and Logistics Officer, manage the IOM compound accommodation tracker ,book the accommodation for the IOM guests and monitor the construction and rehabilitation in IOM Compound
14. In coordination with Procurement and Logistics Officer check all supplies delivered and ensure that the supplies are appropriated and in accordance to the specification required as indicated in the order form.
15. Coordinate the appropriate storage and security and maintenance of all fixed assets. This may require coordination with relevant technical staff for repairs and upkeep of fixed assets
16. Conduct quarterly and annually physical inventory, monitoring of assets in Mogadishu and other sub-offices
17. Implement procedure to manage and safeguard all IOM assets in Mogadishu and other sub-offices
18. Coordinate assets disposal process with Procurement and Logistics Officer and ensure appropriate records regarding assets disposal, ensure assets are located accordingly and used in IOM’s best interest.
19. Perform other duties as required from time to time

Required Qualifications and Experience

Education

1. Master’s degree preferably in Supply Chain Management, Warehouse and Logistics Management, Business Administration or a related field from an accredited academic institution
2. Bachelor’s Degree in the above field with two years of relevant professional experience. .

Experience
• Capacity to supervise and direct staff, and ability to plan and direct work to successful conclusion in a timely manner;
• Ability to meet deadlines and work under pressure;
• Good level of computer literacy. Personal commitment, efficiency, flexibility, drives for results.
• Working with international organization or UN is an added advantage

Skills
• In-depth knowledge of procurement best practices. Knowledge of the UN system and its Rules and Regulations a definite asset.
• Excellent communication and negotiation skills. Ability to present clear and concise information. Ability to handle confidential matters;
• Clear analytical skills;
• Very good knowledge of SAP MM module a plus;Have general knowledge for survey works and geological works.

Languages
• For all applicants, fluency in English and Somali is required (oral and written).

Desirable
• Working knowledge of Arabic

Required Competencies

Values
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 level 2
• 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.
Managerial Competencies – Behavioural indicators – Level 2
• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings

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 verification of residency, visa and authorizations by the concerned Government, where applicable.
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