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Senior Administrative and Procurement Assistant (OTI)

Washington D.C. (United States of America)

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the direct supervision of the Head of the Community Stabilization Unit, and the overall supervision of the Chief of Mission, the incumbent will provide support to IOM programming funded by the USAID/Office of Transition Initiatives (OTI). This position is required to support the IOM DC corner of USAID/OTI’s 4-Corner management model, in particular, IOM Washington DC’s support of the procurement, HR and database functions of USAID/OTI-funded programs.

The Senior Administrative and Procurement Assistant will need to be highly knowledgeable about both OTI and IOM programming objectives and be intimately familiar with both organizations’ standard programming and procurement procedures and processes.

Core Functions / Responsibilities:

  1. Develop full knowledge and understanding of all OTI-funded IOM programs, in particular by providing logistics and procurement, Human Resources and OTI Database technical support and guidance to OTI funded programs being implemented by IOM field Missions.

  2. Lead all support functions for new OTI program start-up, including arranging all logistics of new program start-up workshops, Strategic Review Sessions (SRS), and other training events, as needed. Maintain records of lessons learned and best practices from each start up workshop to ensure continuous improvement of IOM’s OTI engagement;

  3. Support the establishment of new program Procurement Units, in line with IOM rules and regulations, and provide support to existing program Procurement Units, both remotely and via TDYs.

  4. Become familiar with OTI proprietary management tools and systems, including OTI Anywhere, OTI Web-Based Database, program pipelines, etc., and work with relevant field colleagues to advise on their proper use.

  5. Serve as the primary focal point for logistics and procurement, HR and Database related issues for IOM and OTI offices in Washington, DC on IOM’s OTI portfolio. Participate in the development of training materials, guidelines and standard operating procedures (SOPs) to harmonize the general procurement and logistics instructions of IOM with IOM-OTI operational agreements.

  6. Support the preparation and organization of briefings with OTI and USAID and participate in calls with OTI and field-based colleagues to ensure that program field staff possess a strong understanding of IOM and OTI field procurement procedures, rules and regulations. Assist with preparing agendas and notes and coordinate follow-up on action points.

  7. Support MASS staff, the Community Stabilization Unit in DC and the Transition and Recovery Division in HQ with the transfer of knowledge, best practices, and lessons learned between IOM’s OTI programs and IOM’s Community Stabilization portfolio.

  8. Liaise with field procurement teams to provide support on Logistics/Procurement, HR and database issues, as needed. Verfy local procurement and logistics procedures are in line with IOM rules/regulations and IOM-OTI operational agreements.

  9. Provide timely support to OTI program close-out, including duty travel to ensure all grant activities are closed and well documented, including all final payments, as well as the disposition of all program assets, in accordance with IOM instructions and IOM-OTI operational agreements. Maintain records of the lessons learned and best practices for close out of OTI programs to ensure continuous improvement of IOM’s OTI engagement.

  10. Provide guidance and technical support to the IOM Washington CSU Human Resources Assistant, in particular to ensure timely recruitment of staff, Short-Term Technical Assistance (STTA) and consultancies, in accordance with IOM-OTI operational agreements. Become a subject matter expert on all available recruitment mechanisms for IOM programming.

  11. Perform other duties and responsibilities as may be assigned by the IOM Washington Chief of Mission and/or Head of CSU.

    Required Qualifications and Experience

  12. High school diploma and 7 years of experience or Bachelor’s degree and 5 years of experience, preferably in Political Science, International Relations or Economics

  13. A minimum of five (5) years’ relevant experience required, preferably with an international organization in the relief and development field

  14. Strong competency in project budgeting and financial reporting for US government

  15. USAID/OTI experience is an advantage

  16. High level of computer literacy particularly Excel

  17. Strong analytical and communication skills

  18. Ability to coordinate with, and across, multiple stakeholders on complex issues

  19. Ability to work under tight timelines

  20. Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds

  21. Strong degree of personal commitment and drive for results. Field experience, particularly in transition and stabilization programming, is an advantage

    Languages

    Excellent writing ability in the English language required.

    Required Competencies:

    Behavioural

    Accountability

  22. Creates a respectful office environment free of harassment and

retaliation, and promotes the prevention of sexual exploitation and abuse

(PSEA)

  • Accepts and gives constructive criticism

  • Follows all relevant procedures, processes, and policies

  • Meets deadline, cost, and quality requirements for outputs

  • Monitors own work to correct errors

  • Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

  • Identifies the immediate and peripheral clients of own work

  • Establishes and maintains effective working relationships with clients

  • Identifies and monitors changes in the needs of clients, including donors, governments, and

    project beneficiaries

  • Keeps clients informed of developments and setbacks

    Continuous Learning

  • Contributes to colleagues' learning

  • Demonstrates interest in improving relevant skills

  • Demonstrates interest in acquiring skills relevant to other functional areas

  • Keeps abreast of developments in own professional area

    Communication

  • Actively shares relevant information

  • Clearly communicates, and listens to feedback on, changing priorities and procedures

  • Writes clearly and effectively, adapting wording and style to the intended audience

  • Listens effectively and communicates clearly, adapting delivery to the audience

    Creativity and Initiative

  • Actively seeks new ways of improving programmes or services

  • Expands responsibilities while maintaining existing ones

  • Persuades others to consider new ideas

  • Proactively develops new ways to resolve problems

    Leadership and Negotiation

  • Convinces others to share resources

  • Actively identifies opportunities for and promotes organizational change

  • Presents goals as shared interests

  • Articulates vision to motivate colleagues and follows through with commitments

    Performance Management

  • Provides constructive feedback to colleagues

  • Identifies ways for their staff to develop their abilities and careers

  • Provides fair, accurate, timely, and constructive staff evaluations

  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures

  • Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

    Planning and Organizing

  • Sets clear and achievable goals consistent with agreed priorities for self and others

  • Identifies priority activities and assignments for self and others

  • Develop strategic vision for IOM within area of responsibility

  • Organizes and documents work to allow for planned and unplanned handovers

  • Identifies risks and makes contingency plans

  • Adjusts priorities and plans to achieve goals

  • Allocates appropriate times and resources for own work and that of team members

    Professionalism

  • Masters subject matter related to responsibilities

  • Identifies issues, opportunities, and risks central to responsibilities

  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation

  • Persistent, calm, and polite in the face of challenges and stress

  • Treats all colleagues with respect and dignity

  • Works effectively with people from different cultures by adapting to relevant cultural contexts

  • Knowledgeable about and promotes IOM core mandate and migration solutions

    Teamwork

  • Actively contributes to an effective, collegial, and agreeable team environment

  • Contributes to, and follows team objectives

  • Gives credit where credit is due

  • Seeks input and feedback from others

  • Delegates tasks and responsibilities as appropriate

  • Actively supports and implements final group decisions

  • Takes joint responsibility for team's work

    Technological Awareness

  • Learns about developments in available technology

  • Proactively identifies and advocates for cost-efficient technology solutions

  • Understands applicability and limitation of technology and seeks to apply it to appropriate work

    Resource Mobilization

  • Establishes realistic resource requirements to meet IOM needs

  • Builds stable strategic alliances with relevant parties

  • Identifies sources of and secures funding from external stakeholders to meet the needs of IOM

    Technical

  • Effectively coordinates actions with other implementing partners

  • Delivers on set objectives in hardship situations

  • Works effectively with local authorities, stakeholders, beneficiaries, and the broader community to advance country office or regional objectives

    Other

    Appointment will be subject to certification that the candidate is medically fit for appointment.

    This is a local position and as such only US citizens and residents will be considered.

Please submit a letter of interest and up-to-date curriculum vitae by 13 May 2016, at the latest, to IOMDCVN@iom.int

Only shortlisted candidates will be contacted.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: IOM - International Organization for Migration
  • Location: Washington D.C. (United States of America)
  • Grade: Mid/Senior - Internationally recruited position - Mid/Senior level
  • Occupational Groups:
    • Procurement
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2016-05-13

What does it mean?

Click "SAVE JOB" to save this job description for later.

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