Logistics Assistant at International Organization for Migration (IOM)

Under the overall supervision of the Supply Chain Officer and direct supervision of the Senior Procurement and Logistics Assistant; the successful candidate will be responsible and accountable for the following:

Core Functions / Responsibilities:

• Support the coordination of vehicles monthly movement, monitor maintenance and reports, upload to tracking tool.
• Carry out monthly vehicles fuel amortisation, liquidation and advance payments to vendor, monitoring reorder levels on tracking tool.
• Support the allocation, distribution, and mapping of Safaricom official postpaid lines to individual staff members after approval.
• Process monthly official postpaid bills and fibre projectization payments and distribution to individual staff to account for private bills and share with HR in payroll processing.
• Process monthly outsourced transport bills projectization and payment processing.
• Keep updated the Vehicles tracking contract and insurance renewals, payment processing.
• Support Nairobi expressway amortization, liquidation and advance payment processing while monitoring usage and reorder levels.
• Process Nairobi county parking tickets renewals and payment processing.
• Monitor the office post office renewals and payment processing.
• Assist in receiving, inspection, verification goods received and report to Procurement and Logistics Assistant.
• Prepare payment requests as indicated and follow up with Finance Unit for the timely payment of suppliers and service providers.
• Perform such any duties as may be assigned.

Required Qualifications and Experience

Education

• University degree, preferably in the area of Purchasing and Supply Management, Logistics or Business Administration or a related field from an accredited academic institution with at least one year of relevant professional work experience; or,
• Completed High School degree in the above fields with three years of relevant professional experience

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proven experience in managing facilities and utilities contracts and payments and ensuring compliance with the organization's policies and procedures.
• Strong ability to work independently and under pressure, and to cope with a dynamic and complex operational environment.
• Excellent communication and interpersonal skills, and ability to liaise effectively with internal and external stakeholders.
• Proficiency in Microsoft Office and other relevant software, and willingness to learn new tools and systems.

Languages

• For all applicants, fluency in English is required (oral and written).
• Knowledge of Kiswahili 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected, and fairly treated.

Core Competencies – behavioural 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.