POST DESCRIPTION
I. Position Information
Position title: Project Administrative Assistant
Position grade: G4
Duty station: San Salvador
Position number: n/a
Job family: Administration
Organizational unit:
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: National Coordinator of the NO-A Program
Number of Direct Reports: NA
II. Organizational Context and Scope
The regional program “Regional Program on Migration Mesoamerica – Caribbean”, funded by the Office of Population, Refugees and Migration (PRM) of the United States Department of Population, seeks to improve the capacities of States in Central America, Mexico and the Caribbean for governance of migration in a humane and sustainable manner. The program has four pillars: migration governance, regional dialogue and alliances, management of migration crises and communication for development.
Under the general supervision of the IOM Head of Office and the direct supervision of the National Programme Coordinator, the Project Assistant will be responsible for executing the following tasks:
Contribute to the development of a work plan – in coordination with the National Project Coordinator, for the planning of financial resources, implementation and monitoring of project activities.
III. Responsibilities and Accountabilities
- Contribute to the development of a work plan – in coordination with the National Project Coordinator, for the planning of financial resources, implementation and monitoring of project activities.
- Support in the preparation and monitoring of Quotations, Purchase Requisitions (PR) and Procurement Requests (RFP) for the development of project activities.
- Ensure that all purchases, contracting of services and other expenses incurred are supported by the documentation (receipts, quotes, payment requests, etc.) required by IOM.
- Prepare drafts of memos, invitation letters, agreements, contracts and other required instruments.
- Coordinate logistical and administrative arrangements for conferences, meetings, seminars and other activities organized by the Unit, attending specific events as required.
- Assist in the control and execution of regular payments associated with projects (e.g., payment of consultant fees and other services).
- Prepare Travel Authorizations and other related procedures (security clearance, expense claims and visas) for staff or consultants, as required.
- Assist in maintaining an updated inventory of supplies and equipment.
- Assist in the preparation of project reports and orderly systematization of annexes and supporting documents.
- Provide support to the mission’s Financial Unit in compliance with financial and administrative processes in accordance with IOM regulations.
- And all other tasks that are requested of you within the framework of your functions.
IV. Required Qualifications and Experience
Education
- Bachelor’s or graduate level studies and two years of experience in Administration, Public Accounting, or related fields; or high school diploma with four years of experience in the aforementioned areas.
- Knowledge of secretarial and/or public accounting will be considered an advantage.
- Excellent command of basic computer packages such as Microsoft Office (Word, Power Point, Excel).
- Intermediate level of English
Experience
At least two years of experience in administrative tasks in cooperation projects, preferably with United Nations agencies.
V. Languages
Required: Fluency in Spanish
Desirable languages: Intermediate level of English language
VI. Competencies
The incumbent is expected to demonstrate the following values and competencies:
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 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.
