Resource Management Associate

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 candidates are considered first-tier candidates.
  Context

Under the direct supervision of the Head of Resource Management and overall supervision of the Chief of Mission in IOM Norway and in close coordination with the Sub-Regional Resource Management Unit (SRRMU) in Brussels, the successful candidate will be responsible and accountable for providing support to on-going procurement and administrative activities of IOM Norway.

1. Provide support to the Resources Management Unit (RMU) in procurement and other administrative activities.
2. Assist in ensuring procurement needs are met for the mission. These include, but are not limited to, reviewing online Purchase Requisition transactions to ensure that the price is in line with market rates, accurate currency used, attachments are complete with proper supporting documents aligned with the project plan, and validating all the verifiers in the approval workflow.
3. 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 with IOM procurement guidelines
4. Check the quality of deliverables and monitor that procured items are delivered properly as per specification as well as in a timely manner, follow up as necessary and inform the supervisor of any issues,
5. Coordinate the relocation shipment, the transfer of Personal Effects and Household Goods of international staff with related destination countries, verify that staff entitlements, packing inventory lists, shipment insurance, weight calculation, and other support documents are used, as well as providing three potential vendors quotations in order to complete the BAS.
6. Prepare payment requests for payable invoices, ensure the collection of necessary original supporting documents, attach them based on IOM Financial Management Rules and Procedures, and submit them for approval as necessary.
7. Provide procurement and general office administration-related orientation to new employees
8. Assist in verifying that the proper IOM procurement and logistics-related procedures and standards, as well as the highest degree of personal and professional ethics are maintained.
9. Monitor that office asset inventory is in line with IOM Assets Inventory Policy and maintain updated asset inventory report.
10. Act as an ICT focal point for the mission and provide basic technical ICT support to all staff such as setting up accounts in laptops for new users, connecting laptop devices to primary printers and troubleshooting when an error occurred, mapping a PC to a shared folder, and replacing the damaged physical equipment as needed and coordinate all complex issues with ICT in SRO Brussels and Administrative Offices.
11. Assist with logistics bookings for staff and stakeholders as required and assist with planning and coordinating high-level meetings.
12. Liaise with the Ministry of Foreign Affairs on issues related to Privileges and Immunities and diplomatic matters. Coordinate visa and residence permit processing/renewal for staff.
13. Perform other duties as may be assigned. Education
    • Completed High School diploma from an accredited institution, with five years of relevant experience preferably in similar roles; or, 
    • Bachelor’s degree in Business Administration, or other related fields with three years of relevant professional experience Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
      • Minimum of three years related work experience;
      • Experience in working in finance or procurement at an international organization or similar setting is advantage. Skills
        • Excellent level of computer literacy is required and good knowledge of ERP is an advantage;
        • Excellent drafting and communication skills;
        • Cultural and gender sensitivity and ability to work with people from different backgrounds;
        • Team-work-oriented, capacity to work independently with minimal supervision;
        • Ability to work well under pressure and to keep deadlines;
        • Good interpersonal skills and ability to maintain trust and good working relationships with counterparts;
        • Knowledge of the United Nations system is an advantage. Languages
          • Fluency in English (written and oral) is required. 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.
14. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
15. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.