Job Description

"This vacancy is open to Internal & Separated Staff"

Job Identification (Reference Number): EXPEDITED-VN-US10-2026-030
Position Title: Project Associate (Operations Support)
Duty Station City: Washington D.C. 
Duty Station Country: United States of America 
Grade & Salary: G5 (USD 5,508.33 Monthly)
Contract Type: One Year Fixed Term
Vacancy Type: Vacancy Notice 
Initial duration: 12 months 

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

The United States Refugee Admissions Program (USRAP) operates world-wide with a target of providing resettlement opportunities to thousands of refugees each year. IOM provides a range of services and support to the USRAP including, but not limited to, case processing, migration health assessments, cultural orientation training, organized transportation and administration of a travel loan and collections program. The Resettlement and Movement Management (RMM) Division in the Department of Mobility Pathways and Inclusion, has the organizational responsibility to provide direction, oversight, and guidance to IOM’s global support to all resettlement programs.

Under the overall supervision of Senior Operations officer and direct supervision of the National Project Officer (Project Management) and in coordination with the Senior Resources Management officer, Finance, the Project Associate (Operations support) will be responsible for administrative support for the Movement Operations, with the following duties and responsibilities:

Responsibilities

1. Assist the supervisor to coordinate with relevant units and missions as needed to resolve any issues with administrative activities including invoice review, invoice reconciliation, verification of accounts payable, and coordination with the Resource Management Unit (RMU); review and verify vendor invoices against service requests and prepare necessary Requests for Payment.

2. Coordinate closely with the RMU on monitoring expenditures, pending payments, outstanding vendor balances, and reconciliation of movement‑related activities, ensuring alignment with internal accounting and tracking systems.

3. Maintain organized documentation, filing, and archiving systems for Movement Operations‑related financial and administrative paperwork in accordance with IOM procedures.

4. Support logistical and administrative arrangements for the Movement Operations Unit, including processing purchase requests for required supplies, confirming receipt of equipment, dispatching documentation and materials, and coordinating arrangements related to meetings or operational activities.

5. Prepare summary reports, statistical updates, and supporting documentation related to invoice status, pending goods receipts, and outstanding refunds in line with IOM tools and monitoring requirements.

6. Provide administrative support to the supervisor and Movement Operations Unit in Washington, D.C. in processing the payments of the exit permit fees for eligible USRAP beneficiaries and trouble-shooting any issue arising during the payment processes. 

7. Review and verify the beneficiary details against the relevant travel documents  and process the payment of the exit permit fees through the relevant systems in a timely manner. 

8. Monitor and track the payment status of each exit permit fee payment request and 

   update actions taken by the IOM Washington, D.C. office in the exit permit tracking tool provided by the sending mission.   

9. Provide regular unpdates on the individual exit permit payment statuses to Movement Operations teams in sending missions and support coordination with relevant units and missions to resolve issues as they arise. 

10. Maintain the confidentiality and integrity of all USRAP‑related information by implementing control procedures in line with USRAP standards of conduct and data protection rules; alert management of any non‑compliance with SOPs or codes of conduct. 

11. Uphold RMM Protection Mainstreaming Minimum Standards while carrying out all duties and responsibilities and demonstrate the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Standards of Conduct and instruction on the prevention of sexual exploitation and abuse (PSEA). Alert the supervisor or management of any non-compliance to SOPs, RMM Protection Mainstreaming Minimum Standards or IOM Standards of Conduct by IOM personnel or partners.

12. Perform any other duties as may be assigned.

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Finance, Management, Accounting, or a related field from an accredited academic institution with three years of relevant professional experience or,
• High school diploma with five years of relevant professional experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in HR and administrative procedures; 

• Knowledge in RMM, Movement Operations and Airport operations activities is distinct advantage;

• Experience in logistics and procurement procedures; 

• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis; and,

• Experience supervising the development and implementation of administrative control procedures.

Skills

• Proven ability to work with spreadsheets and database applications;

• Ability to use own initiative and work under pressure with minimum supervision;

• Excellent computer skills;

• Excellent data analysis skills;

• Strong interpersonal and communication skills;

• Attention to detail and ability to organize; and,

• Self-motivated and objective driven

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, Fluency in English is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

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 five 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.

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

Please refer to this link for guidance on IOM Job Category.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

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