Asset Control/ Logistics Assistant
      • Application deadline
        29.06.2018 Active Closed
      • Starting date
        01.08.2018
      • Type of contract
        OYFT
      Subject

      I. Position Information

      Position grade

      Duty station

      General Service Staff, Grade G5

      Odesa, Ukraine

       
      Reports directly to National Procurement and Logistics Officer
      Posting channel Open to First and Second-Tier Candidates

       

      II. Organizational Context and Scope

      Under overall supervision of the Chief of Mission and Chief of Administration (CoA); direct supervision of the National Procurement and Logistics Officer the Asset Control/ Logistics Assistant will be responsible and accountable for providing necessary support in matters of assets management, logistics, procurement and general administrative services for the European Union Border Assistance Mission to Moldova and Ukraine (EUBAM).

       

      III. Responsibilities and Accountabilities

      1. Perform inventory control and assets management, maintain the records and files on assets management, coding and tagging, reporting about the results to the National Procurement and Logistics Officer and the Global Procurement and Supply Unit and execute full inventory process and assets management in EUBAM.
      2. Administer SAP Material Management module, including the constant tracking of the most recent changes in the procedures. Receive, inspect, verify and tag all incoming equipment, furniture and supplies and schedule deliveries to end users.
      3. Manage the storage facilities, monitor, distribute and replenish stock whenever needed, ensure accuracy of records regarding assets disposal; ensure assets are located accordingly and used in IOM’s best interest. Carry out the assets inventory records update and management for EUBAM Units, Offices, working locations and storages located across Ukraine and Moldova. Conduct periodic physical inventory to ensure accuracy of records and location of property.
      4. Provide administrative and logistical support in shipment/customs, brokerage related, staff relocation issues, and EUBAM/IOM activities including organization of conferences, training events, workshops, retreats.
      5. Provide full logistical support for delivery, construction activities in the field including transport to and from EUBAM Field Offices
      6. Assist the National Procurement and Logistics Officer in organizing procurement and logistics 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 in full compliance with the IOM’s regulations and procedures.
      7. Assist the National Procurement and Logistics Officer to conduct market research, study potential suppliers and analyse international / regional information on the availability and pricing of goods and services. Ensure proper maintenance of procurement records, regular update of contract, procurement and administrative hard copies and electronic data bases. In coordination with the National Procurement and Logistics Officer facilitate project audit, monitoring, evaluation, field visits and assignments of EUBAM experts from the procurement standpoint.
      8. Assist the National Procurement and Logistics Officer in the control and monitoring of the procurement activities of EUBAM, optimization of the procurement process and documentation control, and monitoring of budget implementation related to the procurement of goods, services and works.
      9. Ensure the full compliance of asset control and logistics activities with the IOM’s rules, regulations, policies and strategies.
      10. Perform such other duties as may be assigned.

       

      IV. Required Qualifications and Experience

      Education

      • High school degree or equivalent with six years of professional work experience in the sphere of procurement and logistics.

      OR

      • Bachelor’s degree or equivalent from an accredited academic institution (preferably in Business Administration, Management, Logistics, Procurement, Finance) with four years of professional work experience.

       

      Experience

      • Excellent level of computer literacy and advance knowledge of web based management systems;
      • Previous work experience with IOM or UN common system is an advantage;
      • Good knowledge of SAP/PRISM is an advantage.

       

      V. Languages

      Required (specify the required knowledge) Advantageous
      Fluency in English, Ukrainian and Russian

       

      VI. Competencies

       

      The incumbent is expected to demonstrate the following 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
      • Establishes and maintains effective working relationships with clients
      • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries
      • Keeps clients informed of developments and setbacks

       

      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 and procedures
      • 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

      • Actively seeks new ways of improving programmes or services
      • Expands responsibilities while maintaining existing ones
      • Persuades others to consider new ideas
      • Proactively develops new ways to resolve problems

       

      Leadership and Negotiation

      • Convinces others to share resources
      • Actively identifies opportunities for and promotes organizational change
      • Presents goals as shared interests
      • Articulates vision to motivate colleagues and follows through with commitments

       

      Performance Management

      • Provides constructive feedback to colleagues
      • Identifies ways for their staff to develop their abilities and careers
      • Provides fair, accurate, timely, and constructive staff evaluations
      • Uses staff evaluations appropriately in recruitment and other relevant HR procedures

       

      Planning and Organizing

      • Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
      • Sets clear and achievable goals consistent with agreed priorities for self and others
      • Identifies priority activities and assignments for self and others
      • Organizes and documents work to allow for planned and unplanned handovers
      • Identifies risks and makes contingency plans
      • Adjusts priorities and plans to achieve goals
      • Allocates appropriate times and resources for own work and that of team members

       

      Professionalism

       

      • Effectively applies knowledge of relevant financial discipline
      • Develops / follows internal control procedures to prevent fraud and mismanagement
      • Ensures application of institutional financial policies and guidelines
      • Advocates incorporation of financial considerations into processes and procedures
      • 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

       

      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

       

      Technological Awareness

      • Learns about developments in available technology
      • Proactively identifies and advocates for cost-efficient technology solutions
      • Understands applicability and limitation of technology and seeks to apply it to appropriate work

       

      Resource Mobilization

      • Establishes realistic resource requirements to meet IOM needs

       

      Notes

      Internals of the Organization will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.

      The appointment is subject to funding confirmation and certification that the candidate is medically fit for appointment, residency requirements, 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 on IOM Personal History Form

      (please download from iom.org.ua/sites/default/files/personal_history_form_0.xls ) to vacancies_ukraine@eubam.org  by 29 June 2018 at the latest, referring to this advertisement in the subject line of your message.

      Only shortlisted candidates will be contacted.

      Open vacancies
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      • Who we are?

        The European Union Border Assistance Mission to Moldova and Ukraine (EUBAM) was launched in 2005. The legal basis for EUBAM is the Memorandum of Understanding signed by the European Commission and the Governments of Moldova and Ukraine on 7 October 2005.

        The current Mission’s mandate is valid until 30 November 2020.

        EUBAM promotes border control, customs and trade norms and practices that meet European Union standards, and serve the needs of its two partner countries.

      • What we do?

        The Mission works with Moldova and Ukraine to harmonise border control, and customs and trade standards and procedures with those in EU Member States. It helps to improve cross-border cooperation between the border guard and customs agencies and other law enforcement bodies and to facilitate international coordinated cooperation. EUBAM assists Moldova and Ukraine to fulfil the obligations of the Deep and Comprehensive Free Trade Area (DCFTA), which both countries signed as part of their Association Agreements with the EU. It also contributes to the peaceful settlement of the Transnistrian conflict through confidence building measures and as a monitoring presence at the Transnistrian segment of the Moldova-Ukraine border.

      • Where we work?

        The Republic of Moldova-Ukraine state border is 1,222 km long, consisting of 955 km of “green” (land) border and 267 km of “blue” (river) border.

        The Mission is headquartered in Odesa (Ukraine) with two country offices (in Chisinau – the Republic of Moldova and in Odesa – Ukraine) and six field offices in its area of operation – three on the Moldovan side of the common border and three on the Ukrainian side.

        There are 67 border crossing points along the Moldovan-Ukrainian border, including 25 at the central (Transnistrian) segment.

        The administrative boundary line between the two banks of the Nistru river is 411 km long. Nine customs posts are located along it, within which MDCS representatives perform the customs control duties, supported by MoIA representatives. Six BMA subdivisions, in which foreigners can voluntarily register or de-register, are also located on the boundary line.