Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), UN Volunteers with at least twelve (12) months of continuous service in IOM, and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

Organizational Context and Scope

Created in 1951, IOM – International Organization for Migration is the leading intergovernmental organization in the field of migration, working closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. This is done by providing services and advice to governments and migrants.

Under the overall supervision of the National Head of Programmes, and under direct supervision of the Project Coordinator at IOM Costa Rica, the Logistics and Administrative Project Assistant will be responsible for executing the tasks outlined in these terms of reference.

1. Screen requests for meetings with supervisor; maintain supervisor’s calendar; confirm convenient schedules and arrange appointments; receive visitors; place and screen online and face-to-face meetings; respond to queries and correspondence;
2. Contribute to the development of a procurement plan, in coordination with the project coordinator, to ensure timely budget execution and implementation of project activities.
3. Coordinate, monitor and process administrative actions (procurement, contrats, accounting, finance, logistics, duty travels, human resources,) in IOM's internal systems, ensuring the inclusion of relevant supporting documents (receipts, quotes, payment requests, etc.) required by OIM.
4. Prepare invitation letters, agreements, and other required instruments in coordination with the relevant project manager.
5. Support in the coordination of logistical and administrative preparations for trainings, workshops and relevant project activities, including: finalizing agendas and invitations, ensure the production and distribution of documentation, take notes and prepare minutes, and follow up on required actions.
6. Follow-up consultants work by following up on product submission dates, coordinate all products are in line with deadlines, support the project coordinator to update PRIMA modules and process payments in coordination with RMU.
7. Assist the project coordinator in preparing purchase requests of products and services as well as the payments for the implemented activities based on IOM guidelines.
8. Keep an up-to-date inventory of supplies and equipment of each project in coordination with the project coordinator.
9. Contribute to identify challenges and bottlenecks in administrative processes and inform accordingly to the project coordinator and the RMU team for possible solutions.
10. Perform other responsibilities as assigned by the supervisor, according to his/her professional capabilities.

Required Qualifications and Experience

Education

• Bachelors or equivalent or higther Professional in administration, accounting, social work, politics science, law, international relations, economy with 3 years of relevant professional experience.

Or

• Profile of High School Degree with 5 years of relevant professional experience.
• Solid knowledge in budget management will be an advantage.

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

Experience

• Experience working with IOM, or international cooperation andinternational humanitarian organizations, an advantage.
• Experience working on migration topics and with migrant populations will be an advantage.
• Experience implementing administrative tasks to support activity implementation
• Commitment to IOMs mandate and scope of work

Skills

General knowledge in management and general studies on migration will be an advantage.

Strong communication skills (oral and written)

Flexibility and adaptability

Capacity to carry out multiple tasks at once, on a variety of topics and technical supervisors

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 Spanish and 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

• 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.

Managerial Competencies – behavioural indicators (applicable only if with direct reports)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

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

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

Como Aplicar:

Los candidatos deben presentar su oferta por medio de la plataforma. No se tendrán en cuenta las solicitudes recibidas después de esa fecha. Los candidatos preseleccionados serán convocados a una entrevista.  

La aplicación debe incluir:  

• Curriculum.
• Título.
• Carta de interés.
• Esta oferta de empleo está sujeta a la contratación local. Solo podrán optar al puesto aquellas personas que dispongan de un permiso de residencia y de trabajo válido para el país en el que se encuentra el puesto.
• Este puesto tendrá una duración inicial hasta febrero 2027, con posibilidad de prórroga, siempre que haya fondos disponibles.
• Solo se contactará con los candidatos preseleccionados.
• Cualquier oferta que se haga al candidato en relación con esta convocatoria de vacante está sujeta a la confirmación de la financiación.
• El nombramiento estará sujeto a la certificación de que el candidato es médicamente apto para el puesto, a la verificación de la residencia.
• La OIM aplica una política de tolerancia cero ante conductas incompatibles con los fines y objetivos de las Naciones Unidas y de la OIM, incluyendo la explotación y el abuso sexuales, el acoso sexual, el abuso de autoridad y la discriminación por motivos de género, nacionalidad, edad, raza, orientación sexual, origen religioso o étnico o discapacidad.
• La OIM no cobra ninguna tasa en ninguna fase de su proceso de selección (solicitud, entrevista, tramitación, formación u otras tasas). La OIM no solicita ninguna información relacionada con cuentas bancarias.
• La OIM solo acepta solicitudes debidamente cumplimentadas presentadas a través del sistema de selección en línea de la OIM. La herramienta en línea también permite a los candidatos realizar un seguimiento del estado de su solicitud.

La Organización Internacional para las Migraciones (OIM) no discrimina por motivos de discapacidad, edad, identidad y expresión de género, orientación sexual, nacionalidad, identidad racial, creencias religiosas, entre otras. La OIM está comprometida con un entorno diverso e inclusivo y por ello su personal proviene de una amplia gama de entornos socioeconómicos y perspectivas del mundo. Se alienta especialmente las candidaturas de mujeres, personas afrodescendientes y personas LGBTIQA+ que se encuentren cualificadas y cumplan los requisitos de cada vacante

The International Organization for Migration (IOM) does not discriminate on the basis of disability, age, gender identity and expression, sexual orientation, nationality, racial identity, religious beliefs, among others. IOM is committed to a diverse and inclusive environment and therefore its staff come from a wide range of socio-economic backgrounds and world perspectives. Candidates from women, people of African descent and LGBTIQA+ people who are qualified and meet the requirements of each vacancy are especially encouraged.