Senior Programme Support Associate (Emergency and Post-Crisis)

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read 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 overall supervision of the Head of Programmes, and the direct supervision of the Operations Coordinator (EPC), the Senior Programme Support Associate will be responsible for programme support and administrative assistance as part of the wider Humanitarian Response and Recovery programme, ensuring that all programme administrative responsibilities are completed in a professional and timely manner. Key objectives of the role include ensuring financial, administrative and personnel accountability and implementing clear, efficient administrative to support the Emergency and Post-Crisis Unit in the timely implementation of project activities.

1. Ensure all commitments and expenditures, including cash transactions, are recorded on time and regularly review these to ensure that all project cost are charged to the correct budget lines; identify inconsistencies; verify availability of funds and if needed, assist in budget revisions;
2. Perform verification of invoices as per established organization processes and approvals including all implementing partner’s payments;
3.  Process and review requests for payments. Ensure all supporting documentation and signatures according to established approval standards are obtained before payment is made;
4. Set up and maintain a filling system for all financial aspects of CCCM programmes for both hard copy and soft copy of payments
5. Maintain a finance tracker of all programmatic payments and assist in processing request for payments, ensuring all documentation, and signatures are according to the organization’s established Financial, Procurement, and Accounting regulations prior to payment processing;

6. Ensure timely submission of financial and narrative reports by Shelter, WASH, Protection, and CBI implementing partners, review and analyze these reports in coordination with IOM Grants and Compliance Unit, and provide feedback to partners on areas for improvement;

7. Maintain accurate and up-to-date records of all agreements and payments related to implementing partners, including monitoring and tracking of progress against targets and reporting timelines (narrative and financial reporting);

8. Work closely with Shelter, WASH, Protection, and CBI implementing partners, providing appropriate guidance, support, trainings, and capacity building mechanisms; implementation, utilization of resources, and provision of services;

9. Conduct field visits to areas of operation to  monitor project activities, streamlined implementation, utilization of resources, and provision of Humanitarian Response and Recovery services;

10. Undertake duty travel as required to support coordination and monitoring activities for project implementation;

11. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Completed High School from an accredited academic institution with seven years of relevant
  professional experience.

• University degree in Management, Accounting, Finance, Business or Public Administration, or a related field from an accredited academic institution, with five years of relevant professional experience.  

• Master’s degree in the above-mentioned fields is an added advantage.

   

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

Experience

• Experience working in project financial management, grants management, partnership management or a related field;

• Professional experience in financial administration, budget tracking, contracting control procedures, and procurement process;

• Experience in humanitarian response or in the delivery of emergency humanitarian support including transport;

• Experience working in an International Organization is an advantage. 

   

Skills

• Strong organizational and administrative skills, with attention to detail;

• Ability to meet deadlines and work under pressure with minimum supervision; and,

• Demonstrated ability to conduct monitoring and evaluation activities, including data collection, analysis and reporting;

• Experience in the usage of office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and data analysis. 

• Excellent communication and interpersonal skills, with the ability to work effectively with project staff and other units within the organization, implementing partners, and other relevant parties.

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 and Arabic 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 Level 2

• 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 Level 2, 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.

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