POST DESCRIPTION
I. Position Information
Position title: Project Associate – Administration
Position grade: G5
Duty station: San Salvador, El Salvador
Is this a Regional, HQ, MAC, PAC, Liaison Office or Country Office based position? Country Office
Position rated on: October 15, 2024
Reports directly to: Coordinator NOA
Number of Direct Reports: n/a
II. Organizational Context and Scope
Established in 1951, IOM is the leading international organization in the field of migration, working closely with governmental, intergovernmental and non-governmental partners. IOM is committed to promoting humane and orderly migration for the benefit of all, providing services and advice to governments and migrants in this regard.
The Project Assistant Associate will work under the general supervision of the Chief of Mission.
and the direct supervision of the RMO and the National Coordinator of the Program, being responsible for ensuring the monitoring of the budget execution of each phase of the Program, support in the preparation of the budget for each phase of the Program, maintaining adequate coordination and communication of the guidelines of the financial administrative area and the programmatic areas.
III. Responsibilities and Accountabilities
- Monitor and ensure that all products and services provided by suppliers are carried out under the contractual agreements, procedures and practices established by the IOM.
- Review budget lines and prepare necessary documentation regarding proper administration of project resources (such as forms and reports on administrative, operational and movement expenses), ensuring optimal and transparent use of resources.
- Lead the management of asset inventory, maintaining effective control during the different activities in close coordination with the Organization’s Purchasing Unit.
- Coordinate the logistical and administrative aspects for meetings, workshops, and other events organized by the Project, in accordance with the needs.
- Maintain close communication with the Administration and Finance Department to follow up on purchasing processes, supplier payments, among others.
- Provide support in the hiring processes of temporary staff and consultancies, according to the needs of the Program.
- Contribute to the development of a purchasing plan – in coordination with the National Project Coordinator and other Program staff for the planning of financial resources, implementation and monitoring of project activities.
- In conjunction with the Program Coordination, support the monthly preparation and presentation of the Program’s budget execution status.
- Support in the preparation and monitoring of Purchase Requisitions (PR) for the development of project activities.
- Assist in the control, execution and monitoring of payment processes associated with the Program (such as payment of consultant fees and other services).
- Provide support for the storage, organization and administration of materials, as well as the archiving of relevant documents of the Project activities.
- Provide support in the preparation of progress reports to donors related to operations, as well as budget monitoring of the activities carried out by the Program at both local and central levels.
- Other functions associated with and relevant to the correct execution of the projects, which are assigned by your Supervisor according to the needs of the position.
IV. Required Qualifications and Experience
Education
- University studies in Social Sciences, Administration, Public Accounting or other related careers from an accredited academic institution with three years of relevant professional experience,
- Secondary school certificate with five years of relevant professional experience
Experience
- Experience in administrative tasks of cooperation projects, preferably with United Nations agencies.
- Excellent handling of Excel
- Excellent verbal and written communication.
- Ability to coordinate and supervise the field team and achieve the desired objectives.
- Experience in ticket quality control processes.
- Experience in social or community work.
- Experience working within the United Nations System is an advantage.
SKILLS
- Knowledge of Microsoft Office (Word, Excel and PowerPoint).
- Knowledge of humanitarian principles and human rights.
- Good command of the Spanish language, especially in the preparation of field reports and operational guidelines.
V. Languages
Required
Fluent Spanish (oral and written)
VI. Competencies
Values
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- 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.
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 its own action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.
How to apply
Please note that the application deadline is October 30, 2024.
IMPORTANT: How to apply
External candidates who meet the required qualifications must submit their CV (maximum 2 pages) and a letter of interest View the external job posting
Please note:
- Only applications that meet the required profile will be considered.
- Applications received after this date or those that do not specify the name of the call will not be considered.
- This call is open only to national citizens or foreigners legally authorized to work in the country.
- The attachment must not exceed 2MB in size.
- Only pre-selected candidates will be contacted.
- Any offer made to the candidate in connection with this vacancy notice is subject to confirmation of funding.
