International Organization for Migration (IOM) Indonesia

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. SVN/ID10/2012/065 Position title Temporary Logistics Assistant (Fleet & Security Management) Position grade General Service Staff, Grade 5 Duty station Jakarta Type of Contract Special All Inclusive Contract for 5 months. Seniority band: Band III Job family: Logistics & Procurement Organizational unit: Resources Management Unit Position number n/a Position rated ¨ n/a Subject to rotation 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 behavioral competencies Behavioral 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