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

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

• Under the direct supervision of Program Manager (WASH), and in close coordination with Procurement and Finance Units in Pemba, Mozambique, the Administrative Assistant will carry out the below responsibilities.

1. Provide administrative support for the WASH activities (WAVE system), including submission of procurement requisitions, project invoices, and other administrative documentation in compliance with IOM standards.

2. Procurement/Finance process follow-up, maintain updated the WASH database for procurement process and payments. Liaise with procurement and finance team and reporting to supervisor when delays or constraints for timely correction actions.

3. Information management. Compile and organize information and project documents (hard and soft copies) from the different donors/projects; manage and update online WASH shared folder.

4. Support MEAL (monitoring, evaluation, accountability and learning) by:

   - Supporting integration of tools in mobile devices;

   - Validating and processing the collected data and information and share findings.

5. Provide office, administrative and logistics support to meetings, committees, conferences, etc.; arrange appointments for the WASH team, manage outlook calendar meetings and events, receive visitors.

6. Support communication to government authorities, draft responses, support with informal translation of general correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.

7. Proofread documents and format texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards.

8. Perform other duties as required

Required Qualifications and Experience

Education

• High school diploma with four years of relevant experience; or,

• Bachelor’s degree in business administration or related fields from an accredited institution with two years of relevant professional experience.

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

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;

• Attention to detail, ability to organize paperwork in a methodical way;

• Discreet, details and clients-oriented, patient and willingness to learn new things; and,

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Good communication and teamwork skills.

• Personal Commitment and high level of integrity.

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

• Ability to work independently under minimal supervision.

• Ability to handle pressure.

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 & Portuguese is required (oral and written).

Desirable

Any local spoken language from northern Mozambique is an advantage

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