Operations/Logistics Assistant II (SVN/ID10/2015/073)

International Organization for Migration (IOM) Indonesia is looking for an Operations/Logistics Assistant II according to the terms of reference below:

I. POSITION INFORMATION

Reference No.: SVN/ID10/2015/073

Position title: Operations/Logistics Assistant II

Position grade: General Service Staff, Grade 5

Base Salary: IDR 12,678,917.- per month

Duty station: Medan, Indonesia

Type of Contract: Special Short Term Contract, 6 (six) months.

Reporting directly to: Resources Management Assistant in Medan

Overall supervision by: Head of Sub-Office / RCA Programme Coordinator for Sumatera Region in Medan

Estimated start date: As soon as possible

Closing Date: 25 September 2015

II. ORGANIZATIONAL CONTEXT AND SCOPE

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.

Under direct supervision Resource Management Assistant, in close coordination with Migrant Care Assistant Coordinator, and the overall supervision of the RCA Coordinator/ Head of Office Medan Region, the incumbent will be responsible for care and maintenance of Irregular Migrants (IMs), assisting with movements, office and Immigration Detention Centre (IDC) purchases, assets registration and other Operations/Logistics tasks that might be assigned. In most instances, it is expected these activities will fall under the Service Areas of Care, Maintenance, and Assisted Voluntary Return for irregular migrants.

III. RESPONSIBILITIES AND ACCOUNTABILITIES

1. Responsible for the care and maintenance of IMs under IOM auspices in his/her area of responsibility and in strict compliance of the agreed IOM Operational Guidelines

2. Monitor, coordinate and liaise on Irregular Migrants activities and Advice the local authorities concerned on humane and fair treatment of migrants.

3. Ensure that all basic services are provided to all Irregular Migrants (IMs) under IOM auspices in a timely and efficient manner. Basic services to be accommodation facilities, basic personal supplies and toiletries, security and medical assistance.

4. Visit Irregular Migrants regularly and undertake activities as indicated in the visit activity / work plan prepared in coordination with supervisor. Prepare and submit reports of visit conducted to the Supervisor.

5. Provide venue either in IOM office or the hotel to discuss any issue raised in relation to the provision of basic services and other concerns deemed significant by Irregular Migrants

6. Coordinate with the Medical and Mental Health teams to ensure that all Irregular Migrants are provided adequate and appropriate medical services, including psychosocial counselling

7. Identify hotels/accommodation that can provide sufficient services at reasonable & Coordinate with Hotel owners and relevant hotel staffs to ensure that accommodation for Irregular Migrants are within the agreed standard

8. Mediate between Irregular Migrants and hotel/accommodation owners in cases of dispute and ensure that issues are properly settled.

9. Review and ensure that payments for hotels, other service providers and local authorities are correct and necessary.

10. Inform relevant colleagues on any interception assistance request from Immigration in area of responsibility.

11. Ensure for AVR movement that migrant will received their AVR supplies

12. Ensure the goods/service received by Migrant and compile and synchronize distribution list before submit the payment document to accounting

13. Coordinate with local authorities to assist intercepted Migrants

14. Ensure that all relevant staff is informed of any change in IM’s status with fully coordination with Database in charge.

15. Assist programme staff in preparation of unambiguous specifications for purchase of goods, prior submission of requisition.

16. Liaise with Resource Management Assistant and Migrant Care Assistant Coordinator regarding procurement of goods/service, to consolidate overall office procurement requirements and optimize purchasing power.

17. Identify potential vendors, conduct vendor’s appraisals and if suitable register them in PRISM (SAP) system (if applicable).

18. Plan and implement procurement activities, including obtaining quotations, preparation of evaluation and recommendation, issuance of Purchase Order (PO) or Service Agreement (SA) and delivery of goods/services in accordance to IOM procurement guidelines and in coordination with Regional Logistics/Procurement Assistant.

19. Ensure delivery of ordered goods/services is in accordance with the terms and specifications of the PO/SA. Furthermore ensure timely delivery of purchased and goods/service.

20. Undertake duty travel at the filed to assist migrants any time that may be required.

21. Perform other duties as may be assigned

IV. COMPETENCIES

The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural

a) Takes responsibility and manages constructive criticism; b) Works effectively with all clients and stakeholders; c) Promotes continuous learning; communicates clearly; d)Takes initiative and drives high levels of performance management; e)Plans work, anticipates risks, and sets goals within area of responsibility; f)Displays mastery of subject matter; g) Contributes to a collegial team environment; i) Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation; j) Displays awareness of relevant technological solutions; k) Works with internal and external stakeholders to meet resource needs of IOM.

Technical

a) Knowledge in assisting emergency operations activities;

b) Proven ability and experience in liaising with UN, Government Departments/Authorities and other international organizations;

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.

V. EDUCATION AND EXPERIENCE

a) Indonesian National with good knowledge of, and experience in procurement and logistics, administration and operational.

b) University degree in the relevant field of expertise (Business Administration, Logistics, Management).

c) Minimum five years of experience in administration, logistics and procurement, preferably have experience in procurement/logistics at IOM.

d) At least five years of direct work experience in social work, and in dealing with migrants and trainings.

e) Have work experience in settings with protection issues such as battered women, rape victims, family/domestic abuse and trauma/post care.

f) Experience in working with irregular migrants; trafficked persons; general counselling and networking.

g) Proficient in computer applications, especially Mc. Excel.

VI. LANGUAGES

Language : Fluency in English and Bahasa Indonesia, both oral and written, proficiency in languages spoken by migrants (Farsi, Arabic, Tamil, Myanmarese) is an advantage.

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