Head of Program Support, E5 (Colombia)

Description

Organization profile

Every year, millions of people around the world go missing as a result of conflict, human rights abuses, disasters, organized crime, irregular migration, and other causes. Be part of a growing international organization that is dedicated to tackling this global challenge.

The International Commission on Missing Persons (ICMP) is a treaty-based international organization with headquarters in The Hague, the Netherlands. Its mandate is to secure the cooperation of governments and others in locating and identifying missing persons. As the only international organization tasked exclusively to work on the issue of missing persons, ICMP maintains field programs throughout the world. To learn more about ICMP click here.

ICMP’s Colombia Program

In the aftermath of half a century of conflict, Colombia faces a legacy of more than 85,000 cases of missing and disappeared persons. The inclusion of this issue in the Final Peace Agreement signed in November 2016 provides an exceptional opportunity to advance in the efforts to account for missing persons and to secure the rights of victims.

ICMP is mandated under the Peace Agreement to assist this process. It has identified the most important challenges and will support the Search Unit, families of the missing, civil society organizations and parties to the Peace Agreement in their efforts towards long-term peace and reconciliation. ICMP will work closely with its international and Colombian partners to make a positive and practical contribution to this process.

To learn more about ICMP click here.

Position Background

The Head of Program Support serves as ICMP’s senior administrative officer for the Colombia program. In this regard, the incumbent will be responsible for the effective and efficient management of ICMP resources allocated to meet mission objectives.

Reporting to the Head of Program (Colombia) and in close coordination with the Director, Corporate Services in HQ (The Hague), the duties of the Head of Program Support will include, but is not limited to the following:

Administration Support

• Advise the Head of Program on financial and administrative policies and issues pertaining to the Colombia Program;
• Ensure the provision of reception services, office support functions (housekeeping, repairs, provision of office inventory, mail services, etc) and conference support services;

• Manage Colombia Program facilities, including all offices and staff accommodations, and maintain oversight of contracts and contractors to ensure current and future office and accommodation needs and services are delivered;
• Liaise, negotiate and coordinate with national authorities and partner organizations with respect to administrative and logistical matters.

Finance Administration

• Advise on the implementation of program-related projects from a financial perspective, notably to ensure compliance with ICMP financial rules and regulations and donor financial reporting requirements;
• Manage local bank accounts and imprest accounts in accordance with ICMP financial policies and procedures;

• Ensure the timely payment of Colombia Program vendors/suppliers in accordance with agreed contract terms and conditions.

Human Resource Management

• Manage the recruitment of new staff in accordance with ICMP Recruitment Guidelines;
• Review staff training requests; advise on training needs and resources, and prepare training proposals for ICMP Headquarters review and approval.

Procurement and Logistics

• Provide advice and guidance to the Head of Program and programmatic and administrative staff on the application of the ICMP’s procurement and contracting policies and ensure procurement and contracting activities are conducted in compliance with the those policies;
• Prepare, manage and implement the Colombia Program procurement plan and lead contracting processes within the Colombia Program, including the preparation of bidding documents, conducting contract negotiations and agreeing contractual terms and conditions.

Information Management

• Ensure Colombia Program staff have the necessary IT and communications equipment to perform their duties effectively;
• Brief new hires on IT processes, email accounts, etc.

Security

• Supervise security operations for the Colombia program, to include contributing to program policies that provide for the safety and security of staff and assets.

Other related duties as assigned.

• Participate in and contribute to planning initiatives, with particular attention to support areas, for the Colombia program.

Requirements

• Post-secondary education with a specialization(s)/Professional Designation: Business Administration, Finance, Procurement or related field;

• Minimum 6 years professional experience in the field of finance and general administration, ideally including experience working in international organizations;
• Prior experience working in Colombia in a similar role is required;
• Previous management experience, with the ability to lead small teams;
• Knowledge of financial, human resource management and supply chain management principles and concepts;

• Professionaly fluent in written and spoken English and Spanish.
• Experience in facilities and office management;
• Ability to identify and analyze problems and to take corrective action;
• Computer literate with practical experience in Microsoft applications, database and spreadsheet software;
• Knowledge of contracting principles, laws, statutes; proven ability to prepare and negotiate contracts;
• Knowledge of security risk management and risk management concepts.

Additional requirements:

• Excellent knowledge of Microsoft applications, including Outlook, Word, Excel and Power Point;
• Proven ability to interact positively with colleagues regardless of culture, nationality or gender;
• Willingness to travel and to work flexible hours including weekends and evenings, when necessary;
• Commitment to the underlying objective of assisting the authorities and families of the missing in locating and identifying missing persons in an impartial and transparent manner.
• Physically and mentally robust with the ability to operate effectively in complex environments.

Benefits

In addition to an attractive base salary, this position is eligible for expatriate benefits and up to 8 weeks of paid time off each year. This position is at the E5 level on the ICMP salary scale. For more details, please see the ICMP website.