Job Description

Open to Internal and External Candidates

• Position: Fleet Assistant (PLU)
• Organizational Unit: Resource Management Unit
• Duty Station: Yemen, Adan
• IOM Classification: G 3
• Type of Appointment: Special Short-Term (SST) Graded Contract, 6 Months (With a possibility of renewal)
• SVN No.: SVN2024.015
• Estimated Start Date:  As soon as possible
• Closing Date:  Monday, 08 April 2024

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.

Organizational Context and Scope:

Under the direct supervision of the Supply Chain Officer and the overall supervision of the Procurement and Logistics Officer, the Junior Fleet Assistant” 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:

1.    Assist the Procurement and Logistics Assistant in organizing movement of all mission vehicles assigned at Aden. Prepare daily vehicle movement schedule in coordination with program managers and heads of units.
2.    Draw up and update drivers’ schedules and contact details and to make sure drivers are on time for pick up / drop-off of staff members.
3.    Monitor the transport logbook system for all the vehicles. Check and validate the accuracy of the entries made into the vehicle logbooks. 
4.    Verify vehicle maintenance and follow-up of the weekly vehicle checks.
5.    Monitor vehicles filling, Vehicles must be refuelled every weekend and on the last day of the month.
6.    Ensure that all mission vehicles are kept clean (in and out), properly maintained, and kept in good running condition all the time.
7.    Immediately report all problems involving transportation and dispatching to Procurement and Logistics Assistant.
8.    Perform other duties as may be assigned.

Required Qualifications and Experience

Education & Experience

• High school degree with minimum 3 years of administrative experience is required.
• Bachelor’s degree or equivalenting in Business Administration, Logistics, Supply Chain Management with one year experience.

LANGUAGES

For all applicants, fluency in English and Arabic is required (oral and written).

Skills

• knowledge of mechanics
• valid driver’s license
• Good knowledge of Microsoft tools (Excel, Word)
• Capacity to work as part of a team, to handle stressful situations and sometimes hostile environments.
• Ability to meet deadlines and work under pressure, available.
• Good communication skills and the ability to work effectively within a team of colleagues from diverse cultures and professional backgrounds.

Organizational Skills;

Accuracy: Ability to work with minimal supervision.

Required Competencies

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 adjusting 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 apply 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.

VALUES

Inclusion & 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 & transparency

• Upholds and 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.

Other

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• Only candidates residing in the country of the duty station within commuting distance of the duty station will be considered.
• Appointment will be subject to certification that the candidate is medically fit for appointment, national of the country with automatic right to live and work in the country, and security clearances.
• Females with the above qualifications are encouraged to apply.As part of the application process, all candidates, regardless of the type or duration of the contract, must disclose any known relative who works for IOM or is engaged with IOM in any capacity.
• Non-compliance with the relative disclosure requirement can constitute a basis for withdrawal of offer of employment, or if the employment has begun, terminating the employment contract and/or disciplinary action.