Logistics, Warehouse and CBI Assistant. Temporary Accommodation Centre

Context:

As part of its support to the Government of Belgium, IOM assists with the establishment and management of accommodation centres for persons seeking international protection in Belgium. This support spans from the establishment of accommodation centres where needed to the day-to-day operations of the centre.

Core Functions / Responsibilities:

Under the direct supervision of the Centre Manager, the successful candidate will be, inter-alia, responsible for the following duties and responsibilities:

Procurement:

1. Assist in procurement activities in the Mission, including obtaining quotations Service Agreements aligned with IOM procedures, in charge of delivery of goods/services in accordance with IOM procurement policies and procedures;
2. Comply with proper IOM administrative procedures and standards for follow up in canvassing, biddings and ordering;
3. Conduct market research and perform small purchases for addressing urgent needs in the accommodation centre;
4. Collect/provide necessary information related to the requisitions, and follow up with relevant staff as needed;
5. Assist to coordinate and monitor the delivery of ordered goods/services and check that all received goods/services are in accordance with the terms and specifications of the PO/SA. Ensure timely delivery of purchased goods/services;
6. Maintain records of all transactions, ensuring to collect all the supporting documentation necessary to have an efficient filling system for record of all the activities such as: quotations, copies of records of expenditure, receipts, local order forms, etc. are kept properly;
7. Assist in preparation of risk management approach, monitor the timetable for effective missions’ procurement activities;
8. Ensure funds entrusted by donors are properly used with consideration for economy and efficiency;
9. Establish and maintain service agreements with competent vendors, when it is feasible and determined to be cost effective;
10. Provide general assistance in procurement activities in the Mission;
11. Assist with evaluation of vendor´s performance, reliability, quality, price, delivery of goods/services against the concluded PO/Contracts and organization best interests;
12. Prepare payment documentation and liaise closely with the Finance Unit concerning payment of purchased and delivered goods and services; coordinate with the Finance Unit on accounting requirements concerning payment procedures, VAT reimbursement, WBSs, accounts closure, vendors’ accounts, advance payments, etc;
13. Perform such other related duties as may be assigned.

Warehousing & Distribution of NFIs:

1. Assist with storage, management and distributions of items/goods;
2. Prepare Transfer and Handover documents in compliance with IOM procedures;
3. Comply with proper IOM administrative procedures and standards for stock keeping;
4. Maintain site inventory and assist with management and distributions of goods, NFIs and fixed assets;
5. Perform such other related duties as may be assigned.

Cash Base Intervention “CBI”:

1. Act as Focal Point and provide overall support regarding the scope of Cash Distribution;
2. Prepare the required financial documentation related to cash distribution;
3. Ensure that payments are made in full compliance with required preconditions described within the project provisions and relevant Standard Operational Procedures (SOPs);
4. Liaise with the finance unit to ensure compliance with the internal procedures (SOPs) regarding cash distribution to beneficiaries;
5. Perform such other related duties as may be assigned.

Required Qualifications and Experience

Education

• High School degree with five (5) years of relevant professional experience;

OR

• University degree from an accredited University in Business Administration or another relevant field with three (3) years of relevant professional experience.

Experience and skills

• Minimum of three years of work experience;
• Familiar with UN policies and regulations as well as IOM policies;
• Previous experience in a heavily regulated role under EU funding will be considered as an advantage;
• Proficient in a Microsoft Office environment and office software packages including SAP application;
• Knowledge of Internal IOM procedures would be considered as an advantage.

Languages Fluency in English and French/Dutch (oral and written). Working knowledge of Arabic is an advantage.