Administrative and Finance Assistant

At this moment only internal 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), 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. Former IOM Staff Members affected by a Structural Adjustment Plan triggered due to a funding constraint in the last 12 months will be considered internal candidates.
  Under the overall supervision of the Resources Management Officer and direct supervision of the National Finance Officer, the Administrative and Finance Assistant will provide administrative and financial support to the Resources Management Unit for Pacaraima/RR

1. Provide support to the Administrative Coordinator in financial, procurement and other administrative activities.
2. Assist in implementing procurement activities including obtaining quotations, preparing evaluations and recommendations, issuing Purchase Requisitions (PR), Purchase Orders (PO) or Service Agreements (SA) and delivery of goods/services in accordance to IOM procurement guidelines.
3. Ensure that all procurement and contracting processes are in full compliance and all activities are up to date with IOM and donor reporting and auditing requirements. 
4. Provide support and guidance to Program Support focal persons with regard to procurement procedures and advise as appropriate on the most cost effective and efficient methods in procuring goods and services.
5. Follow up with suppliers for the timely and proper delivery of the goods/ services. 
6. Conduct regular vendors’ checks and market surveys to ensure a full knowledge of the availability and price of different supplies and goods in the local market. 
7. Provide overall assistance to the work team in the absence of Administration & Finance colleagues.
8. Assist during internal and/or external audit exercises and/or other controls.
9. Any other duties that may be assigned. Education
   • High School diploma with at least 4 years of relevant work experience; or
   • University degree in Business Administration / Finance / Accounting, or any related field with at least 2 years of relevant experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
     • Minimum Two years of relevant work experience in procurement and logistics.
     • Proficiency in Microsoft Office software (Word, Excel, PowerPoint, Outlook).
     • Experience working within a team of colleagues from diverse cultures and professional backgrounds.
     • Previous experience in a procurement unit at an international organization is an advantage Skills
       • Ability to multitask and work under pressure to meet deadlines.
       • Ability to analyses problems, identifying and developing optimal solutions quickly, project consequences of proposed actions and implement recommendations in support of goals.
       • Good organizational, time management and prioritizing skills. Languages
         • IOM’s official languages are English, French and Spanish. Proficiency of Portuguese and Spanish are 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 three 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.
10. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators
11. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.