Position Title: Senior Supply Chain Assistant (Fleet Administration)
Duty Station: IOM Doha, Qatar
Classification: General Service Staff, G-6
Type of Appointment: SST Graded, 9 Months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 08 December 2023
Reference Number: QA 2023 – 49
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.
IOM is Committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context:
Under the overall supervision of the Head of Supply Chain Unit and the direct supervision of Supply Chain Officer the successful candidate will be responsible for the provision of an effective and efficient transport support to all mission activities in line with IOM standard procedures, rules, and regulation in IOM Doha, Qatar.
Core Functions / Responsibilities:
1. Assist in coordinating movement of all mission rented vehicles assigned at IOM Qatar. Prepare daily vehicle movement schedule in coordination with program managers and heads of units.
2. Supervise the performance of duties of all drivers assigned at IOM Qatar.
3. Registering, licensing each vehicle and make sure that licenses 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 (as maybe applicable).
4. Maintain and monitor accurate records of rented vehicles log sheets, fuel consumption, and repair or maintenance cost. Submit monthly vehicle log sheets to Supply Chain Officer.
5. 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 Supply Chain Officer to ensure that vehicles assigned in CAS undergo timely preventive maintenance in accordance with the standard frequency/schedule established across the mission. Ensure that vehicles needing repairs are promptly and properly repaired for keeping vehicles availability at peak.
6. Report all problems involving transportation and dispatching to Head of Supply Chain Unit in the timely matter.
7. 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 (when and if applicable). 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, IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. taxes, user’s manual, Certificate of Registration, plate number certificate, repairs/maintenance record, fuel consumption record, accident reports etc.).
8. Monitor and verify all International Staff members have a valid driver’s license (preferably Qatari drivers’ license, 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.
9. 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.
10. Coordinate timely servicing of rented vehicles and/or provision of replacement units whenever rented vehicles are serviced or repaired.
11. Process the Petty Cash of Fleet Management Section and ensure timely submission of petty cash liquidation reports to Finance Unit.
12. 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.
13. Undertake any other duties within the incumbent’s capabilities as assigned.
Required Qualifications and Experience
Education
- University degree in Business Administration, Logistics, Management, or a related field from accredited academic institution, with four years of relevant professional experience; or
- High School Certificate in above fields with six years of relevant professional work experience.
Experience
- Knowledge in fleet management and fleet administration is an advantage.
- Experience in staff management; previous experience with NGO or UN agency is an asset.
- Experience working in logistics and/or transportation service preferred.
SKILLS
- Ability to use own initiative, meet deadlines and work under pressure with minimum supervision.
- Strong written and verbal communication skills and ability to effectively communicate with and lead a team.
- Good analytical skills.
- Attention to detail and ability to organize.
- Ability to prepare clear and concise report.
- Demonstrated ability to and exercise sound judgment.
- Ability to work diplomatically, with empathy and tact.
- Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
- Proficient in Microsoft Office applications e.g.: Word, Excel, PowerPoint, E-mail, Outlook
Languages
- Fluency in English and Working knowledge of Arabic (is an advantage).
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 – behavioral indicators level 1
- 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.
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 Qatar will be considered.
IOM will not be responsible of any/visa or work permit arrangement for the selected candidates. The approval of current employer (If applicable) is necessary for holding this position and advance written permission from current employer is necessary before assigned duties.
Please note that only shortlisted candidates will be contacted.
Job Types: Full-time, Contract
Application Question(s):
- Have you worked Previously worked with IOM/ UN
- Do you have a valid QID/ Qatari residence?
- Do you have bachelor’s degree in Business Administration or related fields from an accredited institution with four years of relevant professional experience?
Experience:
- Fleet Management & Administration: 4 years (Required)
Language:
- English and Arabic fluently (Required)
Speak with the employer
+91 0097466583893