Job Description

Open to Internal and External Candidates

Position: Programme Assistant (Admin/Shelter and Settlements)
Organizational Unit: Shelter and NFI
Duty Station: Yemen, Sana’a
IOM Classification: G4
Type of Appointment: Special Short-Term (SST) Graded Contract, 6 Months (With a possibility of renewal)
SVN No.: SVN2024.047
Estimated Start Date: As soon as possible
Closing Date: Sunday, 08th Sep 2024

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

Organizational Context and Scope:

Working under the direct supervision of the Programme Manager (Shelter/NFI), working closely with the Operations Officer (Shelter/NFI) and the Senior Programme Assistant the successful candidate will be responsible for the carrying out the following duties and responsibilities:

Core Functions / Responsibilities:

1.    Be responsible for all administrative tasks including, but not restricted to, human resources, resource management, procurement, financial management and follow-up for the Shelter and NFI programme and prepare monthly updates,
2.    Assist in preparing and submitting Purchase Requests (PRs), Request for Payments, as per established procedures and follow up closely with relevant stakeholders for necessary processing.
3.    Maintain an up-to-date vehicle matrix for all hubs, keeping precise tracking and follow-up on vehicle-related information, including payments and other pertinent details.
4.    Maintain accurate and timely processing and filing of all unit documents in accordance with IOM Standard Operating Procedures (SoPs) and guidelines in close coordination with hub focal points.
5.    Maintain a systematic online tracking for all unit financial documents, and keep financial records organized, up-to- date, and archived in the unit SharePoint site.
6.    Effectively communicate and liaise with logistics, finance, and other relevant units on administrative and financial matters.
7.    Be responsible for the administrative liaison with Human Resources to follow-up that the decentralised HR processes are carried out timely and efficiently not limited to but including; timesheets management and monthly payments of staff, whilst also maintaining the tracking tools for the Unit.
8.    Generate and provide reports at weekly team meetings on PRF, PO, RFP status and other administrative tasks.
9.    Travel to the field as required.
10.    Performs such other duties as may be assigned by supervisor.

Required Qualifications and Experience

Education

• University Degree in Business Administration, Management, or related discipline from an accredited academic institution with two years of relevant professional experience; or
• High School diplomsa with four years of relevant professional experience

Experience

• Relevant experience in an administrative, Programme Support, or management field;
• Experience in the International Humanitarian Field is advantageous.
• High computer literacy in Windows and MS Office (especially Excel) is mandatory,
• Previous working experience with NGOs or international organizations is an added advantage.
• Experience in coordinating with multiple units and ability to establish and maintain excellent working relations.

Skills

• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Ability to track and monitor complex budgets and processes;
• Ability to pay close attention to details while prioritizing work efficiently and operate with minimal supervision.
• Excellent computer skills especially MS Office and SAP/ORACLE.
• Strong interpersonal skills.
• Ability to work effectively and harmoniously within a team.

LANGUAGES

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 English and Arabic is required (oral and written).

Required Competencies

Core Competencies – behavioural indicators level 2

• 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. 

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.
• 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.

Other

• Internals of the Organization and NMS candidates will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.
• The appointment is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.
• Females with the above qualifications are encouraged to apply.
• As part of the application process, all candidates, regardless of the type or duration of the contract, must disclose any known relative who works for IOM or is engaged with IOM in any capacity.
• Non-compliance with the relative disclosure requirement can constitute a basis for withdrawal of offer of employment, or if the employment has begun, terminating the employment contract and/or disciplinary action.