IOM Kenya Logistics Assistant - Fleet and VAT Management Jobs in Kenya

IOM Kenya Logistics Assistant - Fleet and VAT Management Jobs in Kenya

Established in 1951, IOM is the leading organization in the field of migration and works closely with governmental, intergovernmental and non- governmental partners.

With 162 member states, a further 8 states holding observer status and offices in over 100 countries, IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to the governments and migrants.

IOM Kenya works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

Context:

Under the overall supervision of the Senior Resources Management Officer and the direct
supervision of the Logistics and Procurement Officer (LPO), the incumbent will carry out the
logistical support and manage the Transport and VAT services of IOM Kenya Country Office
(KCO) in accordance with IOM’s Regulations.

Core Functions / Responsibilities:

In particular, he/she will:

Transport duties:

Supervise all Drivers and Dispatchers in KCO and field offices, schedule their
transportation duties in the most efficient way possible including compliance to government traffic rules and in line with IOM policies.

Receive and compile transportation requests from IOM staff and arrange their movement with the available fleet capacity, including arranging UNDSS authorized Taxis.

IOM is committed to a diverse and inclusive environment. Internal and External candidates
are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are
considered as first-tier candidates.

Coordinate with the Drivers and ensure that fleet vehicles are clean, in good working
condition at all time and that vehicle log sheets are accurately maintained by the Drivers. Ensure the vehicle database is up to date.

Undertake weekly technical checks for IOM vehicles. Ensure that proper preventive maintenance for all vehicles is performed, and plan/report any
maintenance requirements in coordination with the LPO.

Prepare Purchase Requisition Forms (PRFs) for vehicles that are due for inspection/service/maintenance and follow up on completion of the services with the reputable vendor in coordination with Procurement Assistants.

Follow-up on accidents/incidents with the Police for an abstract, informing the Insurance Company and communicating the relevant documents.

Prepare and coordinate the fuel request forms and make arrangement of for collection fuel from UN fuel station and/or an alternative fuel station for vehicles and generators.

Arrange to collect and deliver mails/documents/cargo as assigned and keep a log of
all spare keys for all IOM vehicles.

Monitor the generators at IOM office and ensure that generators are in good running
condition at all time, the fuel is available and the generators’ log sheet is filled properly.

Maintain proper filling system and make sure data entry compiled for transport unit.
VAT and PRO1 B/Pro1Cs duties:

In coordination with Procurement Assistants, on monthly basis, collect the copies
of invoices with VAT amounts, process the application forms to be submitted to the
relevant ministries for VAT exemption. Follow up the VAT exemption applications on the weekly basis

and update the VAT tracking database regularly. Report any delay on the VAT approval to the Logistics and Procurement Officer.

Monitor and ensure that Pro1B/Pro1Cs are applied on time by the responsible
staff. Ensure the approved copies are shared with the Vendor in a timely manner.

Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

Completed High School Degree/Certificate in Logistics and supply chain, Mechanical Engineering, or a related field from an accredited academic institution with five years of relevant professional experience; or

University degree or Higher in the above fields with three years of relevant professional
experience.

Experience

Hands on experience in transport and mechanical engineering ;

Experience in a busy logistic unit;

Previous experience with UN and International Agencies or NGO’s an advantage;

Strong knowledge of computer applications, especially MS Word, Excel, Outlook and Access;

Mature individual, with attention to detail, able to work independently and under stressful conditions and tight deadlines.

Demonstrated ability to maintain integrity in performing responsibilities assigned

Languages

Fluency in both written and spoken English and Kiswahili is required.

Required Competencies

Behavioural

Accountability - Accepts and gives constructive criticism

Client Orientation - Identifies the immediate and peripheral clients of own work

Continuous Learning - Contributes to colleagues' learning

Communication - Actively shares relevant information

Creativity and Initiative - Actively seeks new ways of improving programmes or services

Leadership and Negotiation - Convinces others to share resources

Performance Management - Provides constructive feedback to colleagues

Planning and Organizing - Sets clear and achievable goals consistent with agreed
priorities for self and others

Professionalism - Masters subject matter related to responsibilities

Teamwork - Actively contributes to an effective, collegial, and agreeable team
environment

Technological Awareness- Learns about developments in available technology

Resource Mobilization - Establishes realistic resource requirements to meet IOM needs.

Other

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

Appointment will be subject to certification that the candidate is medically fit for appointment
and verification of residency, visa and authorizations by the concerned Government, where
applicable.

How to apply:

Interested candidates are invited to submit their application by sending a Motivation Letter
and the updated CV to the email address KCOrecruitmentRMU@iom.int referring to this
advertisement.
Closing Date: 28th January, 2019

Only shortlisted applicants will be contacted.

Note

The International Organization for Migration (IOM) does not charge a fee at any stage
of the recruitment process (application, interview meeting, process or training).

IOM does not concern itself with information on applicants’ bank details.

For more information and job application details, see; IOM Kenya Logistics Assistant - Fleet and VAT Management Jobs in Kenya

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