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.
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:
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.
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;
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.
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.
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.
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.
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.
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.
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.
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.
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
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
A minimum of five (5) years’ relevant experience required, preferably with an international organization in the relief and development field
Strong competency in project budgeting and financial reporting for US government
USAID/OTI experience is an advantage
High level of computer literacy particularly Excel
Strong analytical and communication skills
Ability to coordinate with, and across, multiple stakeholders on complex issues
Ability to work under tight timelines
Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds
Strong degree of personal commitment and drive for results. Field experience, particularly in transition and stabilization programming, is an advantage
Excellent writing ability in the English language required.
Creates a respectful office environment free of harassment and
retaliation, and promotes the prevention of sexual exploitation and abuse
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
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
Keeps clients informed of developments and setbacks
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
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
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
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
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
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
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
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
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.
- Organization: IOM - International Organization for Migration
- Location: Washington D.C. (United States of America)
- Grade: Mid/Senior - Internationally recruited position - Mid/Senior level
- Operations and Administrations
- Administrative support
- Closing Date: 2016-05-13