Logistics Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. IOM works in over 100 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM's mission is to help ensure that migration benefits both migrants and society, and it operates under the principles of respect for human rights and the dignity of all individuals.

Job Overview:
The Logistics Assistant will play a crucial role in the coordination and implementation of logistics processes within the IOM Mission in Malaysia. This position involves managing inventory, coordinating transport, overseeing warehouse operations, and ensuring compliance with IOM's Supply Chain and Procurement policies. The incumbent will work closely with various units to ensure the timely receipt of goods and services, maintain accurate records, and support the overall logistics function of the organization. The role requires a proactive approach to problem-solving and a commitment to maintaining high standards of health, safety, and environmental practices in all logistics activities. The Logistics Assistant will also assist in the management of vehicle assignments and ensure that all logistics records are meticulously maintained and updated.

Duties and Responsibilities:

• Coordinate with receiving units to ensure the satisfactory delivery of goods and services, obtaining necessary documentation such as delivery notes and invoices.
• Maintain Good Warehouse Practices (GWP) and Health, Safety, and Environment (HSE) standards, ensuring proper shelving, racking, and inventory management.
• Ensure all warehouse dispatches are supported by approved stock withdrawal forms and maintain accurate filing of logistics records.
• Arrange for cleaning, fumigation, and maintenance of IOM facilities as required.
• Prepare monthly stock update spreadsheets for office supplies and consumables for supervisor review.
• Assist in the inspection and verification of goods received, reporting any discrepancies to the supervisor.
• Follow up with vendors on invoice submissions and ensure timely processing of payments.
• Coordinate vehicle assignments based on operational needs and assist in the maintenance and servicing of rented vehicles.
• Maintain both electronic and physical filing systems for all logistics records, ensuring they are current and accessible. 1
• Perform any other duties as assigned by the supervisor.

Required Qualifications:

• Bachelor’s Degree in Supply Chain Management, Business Administration, or a related field from an accredited institution, with at least two years of relevant professional experience; or a Diploma in the same fields with four years of relevant experience.
• Relevant experience in Supply Chain Management is essential.
• Work experience in the UN or any international organization is preferred.
• Strong skills in local/international procurement, clearing and forwarding, and inventory management are required.
• Knowledge of IOM Procurement and Logistics policies is highly desirable.
• Familiarity with SAP (PRISM) and Oracle systems is an advantage.
• Proficiency in common software applications such as Word, Excel, PowerPoint, and Access is necessary.

Educational Background:
Candidates must possess a Bachelor’s Degree in Supply Chain Management, Business Administration, or a related field from an accredited academic institution. Alternatively, a Diploma in the aforementioned fields with four years of relevant professional experience is acceptable. Accredited institutions are those listed in the UNESCO World Higher Education Database, ensuring that the educational qualifications meet international standards.

Experience:
The position requires relevant experience in Supply Chain Management, with a preference for candidates who have worked in the UN or other international organizations. Candidates should demonstrate a solid understanding of logistics processes and have a proven track record of managing inventory and procurement activities effectively. Experience in maintaining compliance with organizational policies and procedures is also essential.

Languages:
Fluency in English and Bahasa Melayu is mandatory, both oral and written. Proficiency in IOM’s official languages, which include French and Spanish, is considered an asset. Language skills will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the communication requirements of the role.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Malaysia will be considered. The appointment is contingent upon funding confirmation and the candidate's medical fitness for appointment. The selection process may also be used to fill similar positions in various duty stations. Recommended candidates will remain eligible for appointment in similar positions for a period of 24 months. IOM has a strict zero-tolerance policy regarding conduct that is incompatible with its aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.