Project Admin Assistant (DTM)

Under the overall supervision of the Migration and Displacement Programme Coordinator and the direct supervision of the DTM Project Officer and in close coordination with Head of Sub-Office in Pemba, Operations Officer in Nampula and Resources Management Unit in Pemba, Mozambique, the successful candidate will be responsible for carrying out the DTM project administration & finance activities.

1. 1. Support administrative and clerical activities in the field in close collaboration with the Finance and Logistics Unit. 
2. Liaise with IOM Procurement and Logistics unit for the follow up of the procurement of materials and the delivery to the field offices in a timely manner. 
3. Advise the DTM Coordinator and DTM Programme Officers of any deviations from the plan and propose necessary adjustments. 
4. In close coordination with the DTM Programme Officer and finance unit, assist in monitoring of project budget and financial expenditures and all administrative procedures in line with the work-plan, alert the Programme Officer on shortfalls and over- expenditures. 
5. Assist the DTM Programme Officer in preparing and organizing appropriate trainings for the data collection on issues related to DTM operations. 
6. Provide support in general operations troubleshooting and problem solving. 
7. Process advances and payment requests and initiative corrective action when necessary. 
8. Coordinate with Human Resources, and Finance Units in the compilation of documentation related to staffing, time sheets, etc 
9. Support in capacity building of field teams concerning IOM Codes of Conduct as well as Finance/HR Requirements 
10. Maintain an effective filling system of the project documents, letters, memo, etc. 
11. Perform such other duties as may be assigned Education
    • xxx Add in details xxx Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Bachelor’s Degree in administration, Finance, Information Management, Computer Science or related area form an accredited university with two years relevant work experience; or
      • Completed high school diploma with at least four years of relevant working experience. Skills
        • In depth knowledge of the broad range of migration related subject areas dealt with by the Organization; and,
        • Knowledge of UN and bilateral donor programming.
        • Knowledge of financial rules and regulations.

          Proficient with Microsoft Office package and good IT skills is an advantage

          Languages
          • Fluency in English and Portuguese is required both in oral and written
          • Fluency in local languages is advantageous IOM’s official languages are English, French and Spanish. 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 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.
            • Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioral 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. Managerial Competencies – behavioral indicators (Level 1) (applicable only if position is 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
                  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
                  2. 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.
                  3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
                  4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
                  5. 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.
                  6. 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.
                  7. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application. For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies