Supply Chain Associate – Facilities Maintenance & Admin

The Supply Chain Associate – Facilities Maintenance & Admin is responsible for managing facilities maintenance and administrative functions at the Erbil Sub Office. This includes coordinating maintenance activities, managing office stationary and consumables, and supporting contract management for service providers.

Responsibilities

• Adhere to IOM administrative procedures and standards for facilities maintenance.
• Respond to maintenance requests timely and submit payments for services rendered to Finance.
• Verify that all facilities maintenance activities are approved by relevant Project Manager according to approval matrix and donor requirements.
• Maintain records of all facilities maintenance transactions and ensure efficient filing system.
• Observe schedule and coordinate maintenance of generator, lift, and security x-ray machine.
• Support Senior Supply Chain Assistant with ensuring contracts of service providers are up to date.
• Coordinate with Procurement and Finance to ensure efficient and timely maintenance.
• Prepare monthly progress report for all facilities maintenance activities.
• Replenish office stationary timely and maintain records of movement of office stationary.
• Prepare monthly report for all stationary management activities.
• Ensure stationary store rooms are properly packed and items are easily accessible and countable.
• Track SIM cards including purchasing, receiving, issuing, and receiving returned cards.
• Monitor and maintain adequate airtime credit availability for staff and facilitate timely execution of automatic top-up of staff phone credit.
• Monitor work of service providers for office cleaning, garbage removal, and maintenance of generators, lift, and security x-ray machine.
• Monitor office cleanliness and ensure kitchen and toiletry supplies are available for staff use.
• Perform other duties as assigned.

Requirements

• University degree in relevant fields with three years of relevant professional experience or Bachelor's degree with five years of relevant professional experience.
• Professional certification as CIPS/CILT is a distinct advantage.
• Professional experience with specific focus on local procurement, VAT, GoI laws and regulations.
• Facilities management experience and insurance management.
• Experience in inventory/stock/supplies management.
• Experience working with an international organization or NGO in the logistics section.
• Ability to work independently or with minimal supervision.
• Managerial skills including planning, organization and reporting.
• Good communication skills.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
• Ability to handle confidential matters.
• Ability to meet deadlines and work under pressure.
• Good level of computer literacy; knowledge of SAP is an advantage.
• Personal commitment, efficiency, flexibility, and drive for results.
• Proficiency in English, Arabic, and Kurdish will be evaluated during the selection process.

Skills

• Local Procurement
• VAT Compliance
• GoI Laws and Regulations
• Facilities Management
• Insurance Management
• Inventory Management
• Stock Management
• Supplies Management
• Logistics Management
• Contract Management
• Planning and Organization
• Reporting
• SAP
• Computer Literacy
• Management Skills

Languages

English, Arabic, Kurdish