International Organization for Migration (IOM) Indonesia is looking for a
Temporary Logistics Assistant (Fleet & Security Management)
according to the terms of reference below:
I. Position Information
Reference No.
Position title
Position grade
Duty station
Type of Contract
SVN/ID10/2012/065
Temporary Logistics Assistant (Fleet & Security Management)
General Service Staff, Grade 5
Jakarta
Special All Inclusive Contract for 5 months.
Seniority band:
Job family:
Organizational unit:
Position number
Position rated ¨
Subject to rotation
Band III
Logistics & Procurement
Resources Management Unit
n/a
n/a
n/a
Reporting directly to
Logistics & Procurement Officer
Overall supervision by
Senior Resources Management Officer
Managerial responsibility
No
Directly reporting staff
0
II. Organizational Context and Scope
Under the guidance and direct supervision of the Logistics Officer and
overall supervision of the Senior Resources Management Officer (SRMO),
the incumbent will be responsible for fleet and security management.
III. Responsibilities and Accountabilities
Fleet Management:
1. Organize, direct, supervise and control fleet management activities and drivers at the office.
2. Prepare regular reports on fleet management activities and related financial and operational expenditures.
3. Liaise with appointed staff members at sub offices to ensure
that number of rented vehicles is in line to the requirements and
available funds, as well as ensure that the management of the vehicles
is in line to relevant mission policy.
4. Responsible for all financial transaction related to the vehicles.
5. Ensure that all financial related transactions are recorded in
the data base and copies of fleet related documentation are kept in a
stand-alone folder.
6. Supervise and coordinate drivers in Jakarta office on daily activities and utilization of office vehicles.
7. Liaise with service providers to ensure that services are provided in accordance to signed agreements.
8. Based on requirements and in coordination with procurement unit prepare and extend contracts for rental of vehicles.
9. Coordinate with Logistic/Procurement Officer on fleet operational activities and advice on necessary improvement.
10. Conduct regular staff meetings to discuss and analyse activities and efficiency of the unit.
11. In coordination with Logistics Officer initiate, plan and
implement training for the staff members to improve their skills and
capacities.
Security Management :
1. Assist the Logistics Officer in implementation of
Organization’s and the United Nations Department of Safety and Security
(UNDSS) policies and procedures in accordance with the Memorandum of
Understanding (MoU).
2. In coordination with Logistics Officer, conduct security
management activities to ensure safe implementation of programmes and
safety of staff and assets.
3. Advice the Logistics Officer and IOM Management on security
related issues and mitigation of the risk to staff and assets.
4. Coordinate and disseminate security related information with IOM Indonesia offices and their security focal points.
5. Provide security briefing for newly arrived staff members.
6. Ensure that all staff members have completed necessary security trainings.
7. Maintain comprehensive security related data base and plans,
including warden plan, BCP, communication list and inventory and any
others related to security.
8. Liaise with UNDSS and designated staff members on security
related matters, including provision of UN ID cards, communication
equipment, security phases, security clearances, security briefings and
security trainings.
9. Attend UNDSS security meetings and liaise with Staff Security Unit (SSU).
10. Coordinate with the security service providers in provision of security services for IOM offices in Indonesia.
Overall :
1. Monitor attendance and performance of IOM drivers and conduct evaluation.
2. Comply and adhere to IOM code of conduct.
3. Undertake other duties that may be assigned from time to time which are commensurate to the position.
IV. Competencies
The incumbent is expected to demonstrate the following technical and behavioural competencies
Behavioural
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
Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations
Planning and Organizing
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
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
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
Resources Mobilization
Establishes realistic resource requirements to meet IOM needs
Technical
a) Effectively applies specialized knowledge of logistics and procurement to timely source goods and services
b) Effectively works with vendors and service providers in
compliance with IOM procedures to secure cost-effective quality
solutions for IOM
c) Anticipates and prepares adequate responses to matters affecting staff safety/security
d) A comprehensive understanding of the concepts, mandate and operational system of a security unit
e) Knowledge of various analytical techniques and the process of
analyzing and grading sources of information, related to safety/security
and threat/risk assessment
f) Proficient in computer applications,
V. Education and Experience
a) University Degree in business administration,
Military/Police/Social Sciences, and/or a combination of relevant
trainings.
b) At least five years working experiences in related field, preferably in UN system and knowledge of UNDSS policy.
VI. Languages
Required
Fluency in English and Bahasa Indonesia both oral and written is a must.
HOW TO APPLY
Interested candidates are invited to send the application in ENGLISH, with :
a) Cover letter, clearly specify suitability and availability date,
b) Complete the Personal History Form which can be downloaded at the following link :
http://www.iom.or.id/loadpdf.jsp?lang=eng&pgs=pcmain&file=phform.xls
c) Detailed curriculum vitae, including historical salary and
minimum three referees (preferably former direct supervisors).
Please submit the application by email to recruitment-indonesia@iom.int indicating the reference code above as subject.
The deadline for applications is 16 September 2012
Due to the expected volume of applications, only candidates under positive consideration will be notified
For more detail info about us, please visit www.iom.or.id
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