Back Administrative Assistant

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
  Context

Under the overall supervision of the Programe Manager (CRP), in close coordination with the Head of Sub Office and the Resources Management Unit and the direct supervision of the Programme Officer (CRP) in Pemba, Mozambique, the successful candidate will be responsible for carrying out the administration & finance activities under the Community, Resilience and Peacebuilding (CRP) portfolio.

1. Support administrative and clerical activities in close collaboration with the CRP Project Officers and Finance and Logistics Office;
2. In close coordination with the Finance and Logistics and other relevant colleagues monitor budget and financial expenditures of the relevant portfolios within the area of focus and all administrative procedures in line with the work-plan, alert the relevant Programme Manager on shortfalls and over-expenditures.
3. Process all Purchase Requisition Forms (PRFs), including submission to relevant units for approval, tracking of PRFs, and maintaining the tracking database.
4. Liaise with IOM Procurement and Logistics unit for the follow up of the procurement of materials, transportation, and the delivery to the field offices in a timely manner.
5. Inform the Programme Manager of any deviations from the plan and propose necessary adjustments.
6. Coordinate with Human Resources, and Finance Units in the compilation of documentation related to staffing, recruitment, time sheets, etc;
7. Maintain an effective tracking system of CRP inventory, filling system of the project documents, letters, memo, etc.
8. Perform such other duties as may be assigned. Education
   • Degree in Administration, International Relations, or related area form an accredited university with two years relevant work experience; or
   • Completed high school diploma with at least four years of relevant working experience preferably within the International Humanitarian Organizations   Experience
     • Has good knowledge of administration and project implementation and experience in a Humanitarian emergency operation including in the area of Community Resilience and Peacebuilding
     • Has previous experience working in community-based programmes Previous working experience in an international organization and familiarity with the IOM/UN common system or similar systems is an advantage.  Skills
       • Good communication and teamwork skills.
       • Personal Commitment and high level of integrity.
       • Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
       • Ability to work independently under minimal supervision.
       • Ability to handle pressure.
       • Excellent communication skills.
       • Proficient with Microsoft Office package. Languages

         REQUIRED

         External applicants for all positions in the Professional category are required to be proficient in English and have at least a working knowledge of one additional UN Language (Arabic, Chinese, French, Russian, or Spanish).

         For all applicants, fluency in Portuguese is required (oral and written).

         DESIRABLE

         Working knowledge of English and local languages spoken in Cabo Delgado is an advantage. Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   Values - all IOM staff members must abide by and demonstrate these three values:

         Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

         Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

         📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

         ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

         Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

         Courage: Demonstrates willingness to take a stand on issues of importance.

         Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

         Core Competencies – behavioural indicators (Level 1)

         Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

         Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.

         Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.

         Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.

         Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
         
          

         Notes
       • Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
     • This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
   • This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
9. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.