Position Title: Logistics and Facility Management Officer

Duty Station: Juba, South Sudan

Classification: Professional Staff, Grade P2

Type of Appointment: Special short-term graded, 9 months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 19 September 2024

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.

IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Comoros; Congo (the); Cook Islands; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People's Democratic Republic (the); Latvia; Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Samoa; Sao Tome and Principe; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Chief of Mission (COM), direct supervision of the Head of Supply Chain, and administrative supervision of the Head of Resource Management Unit, the

Logistics and Facility Management Officer will work closely with the Procurement and Logistics Officers in Juba and will be accountable and responsible to ensure the appropriate implementation of instructions and policies governing the management of resources related to procurement and logistics in the mission.

The Logistics and Facility Management Officer will be in charge of supporting continuing operations including logistics and procurement services in Juba. In accordance with the IOM's guiding principles, the Logistics and Facility Management Officer will also help provide recommendations aimed at boosting the efficacy and efficiency of Juba, South Sudan's logistics management; in compliance with IOM’s principles of:

• Best value for money
• Accountability, integrity and transparency
• Fairness and effective competition
• Best interest of IOM

Core Functions / Responsibilities:

Logistics:

1. Manage logistical activities in Juba and provide logistical support to the field offices including shipments and convoy handling, logistical support for programs and humanitarian hubs, staff guest houses management, property and assets control for hubs and staff guest houses, fleet service/maintenance and Common Transport Services (CTS), administration.

2. Take responsibility for all planning, implementation and monitoring related to logistical needs of the mission.

3. Follow up and liaise with procurement unit on all facility-related tasks, keeping management informed of estimated delivery times or any changes that may affect pre-determined delivery conditions; ensure all expected merchandise is received in accordance with Purchase Order (PO) specifications and that all goods are in good condition.

4. Coordinate repairs, regular and preventive maintenance, expansions and installation of infrastructure (both conventional and temporary) in close coordination with senior management. Recommend maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.

5. Draft property lease contracts and rental agreements in coordination with procurement and Legal Department in HQs; ensure that finance unit is aware of contractual terms and conditions. Monitor owner's/service providers compliance to contractual agreements and coordinate utility payments.

Common Transport Service and Fleet Management:

6. Coordinate CTS activities at mission level and ensure proper tracking and timely reporting of CTS activities.

7. Oversee the management of the IOM workshop and the team.

8. Supervise the fleet management team, ensuring the proper upkeep of the fleet administratively and operationally, including general maintenance and preventive maintenance programs, maintenance of quality and safety standards, fleet planning and operations, and coordinate fleet operations in accordance to the procedures and normative guidelines set by the Policy on the Use of IOM Vehicle.

Staff Guest Houses and other Facility Management under Administrative Supervision of the HORM:

9. Manage IOM staff guest houses booking systems in Juba, including managing booking confirmation, cancellations, check in/out process and initiating all relevant necessary communication to the staff in this regard in a timely manner. Also ensure integrity and accuracy of the booking system.

10. Ensure proper cost recovery tracking of IOM guest houses residents and regularly coordinate with Resource Management Unit (RMU) for recovery and timely posting in IOM financial system. Also, regularly assess residents needs in the IOM staff guest houses, and draft proposals to meet these needs.

11. Ensure the IOM Offices and Staff Guest House in Juba have adequately functioning facilities and are in fully operational at all times. This also includes monitoring of the facilities related issues and bringing those to the attention of the senior management along with proposed solutions.

12. Assist Project Officers (Humanitarian Hubs) in drafting, coordinating and signing of Memorandum of Understanding (MoUs) with various humanitarian partners.

13. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Business Administration, Supply Chain Management, Logistics, Procurement or a related field from an accredited academic institution with two years of relevant professional experience; or,
• University degree in the above fields with four years of relevant professional experience.
• Certification in Procurement, Logistics or Supply Chain management is an advantage.

Experience

• Progressive responsible experience in procurement and logistics operations;
• Experience working in complex humanitarian operations, specifically meeting timelines; and,
• Experience living and working in a conflict environment.

Skills

• Knowledge of asset management processes and procedures;
• Ability to supervise, direct, coach and mentor staff;
• Excellent level of computer literacy and good knowledge of SAP/PRISM required;
• Good knowledge of related logistical system/applications;
• Motivational skills to solve/address day to day challenges;
• Team player and can work in minimum supervision;
• Has organizational and planning skills; and,
• Has good communication and negotiation skills.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of Arabic is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains 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 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 actions 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.