Ended Program Assistant (MH/Admin)

The Job

Open to Internal and External Candidates

Position:    PROGRAMME ASSISTANT (MH /Admin)

Organizational Unit:    Migration  Health Unit
Duty Station   Yemen,  Sana’a
IOM Classification:    G 4
Type of Appointment :    Special Short-Term (SST) Graded  Contract, 6 Months (Renewable)
SVN No.   SVN2019/171
Estimated Start Date :    As soon as possible
Closing Date:    Saturday 19, Oct  2019

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier  candidates.

Organizational Context and Scope:

Under the overall supervision of Migration Health Programme Coordinator, and the direct supervision of the Programme Assistant (Admin) (G5), the Programme Assistant is responsible for the following functions.

Core Functions / Responsibilities:

 

  1. Be responsible for all administrative tasks including, but not restricted to, human resources, resource management, procurement, financial management and monitoring for the health programme and prepare monthly updates,
  2. Work closely with the procurement department tracking the progress of all procurement requests received from district sub-offices, project     managers and central office staff,
  3. Work closely with the logistic department to ensure all goods are delivered in a timely manner,
  4. Be responsible for the administrative liaison with Human Resources to ensure that the decentralised HR processes     are carried out timely and efficiently, whilst also maintaining the tracking matrix for the Unit.
  5. Generate and provide reports at weekly team meetings on PRF and PO status and human  resources;
  6. Make recommendations on best practices for sub-offices and national office on streamlining administrative activities,
  7. Perform other related duties incidental to the work described herein,
  8. Performs such other duties as may be assigned by supervisor.

Required Qualifications and Experience

Education
University Degree in Business Administration, Management or related discipline; or an equivalent combination of education,  training  & experience;

Experience
Minimum 04 years of relevant experience (Two years for a University Degree holder) in an administrative, Programme Support,  or management  field; experience  in the  International  Humanitarian  Field  is  advantageous;

Skills:

  • Demonstrated  ability to maintain accuracy and  confidentiality in performing   responsibilities.
  • Reporting Skills;
  • Ability to pay dose attention to details and work with minimal supervision.
  • Excellent computer skills especially Ms Office and     SAP.
  • Strong  interpersonal skills
  • Ability to work effectively and harmoniously within a  team

Languages

English and Arabic

Required Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies

Accountability

  • Creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA)
  • Accepts and gives constructive  criticism
  • Follows all relevant procedures, processes, and    policies
  • Meets deadline, cost, and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

  • Identifies the immediate and peripheral clients of own     work
  • Establishes and maintains effective working relationships with    clients
  • Identifies and monitors changes in the needs of clients, including donors,
  • governments, and project beneficiaries
  • Keeps clients informed of developments and setbacks

Continuous Learning

  • Contributes to colleagues' learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area

Communication

  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Writes clearly and effectively, adapting wording and  style  to  the  intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

  • Actively seeks new ways of improving programs or   services
  • Expands responsibilities while maintaining existing   ones
  • Persuades others to consider new  ideas
  • Proactively develops  new ways to resolve  problems

Leadership and Negotiation

  • Convinces others to share resources
  • Actively identifies  opportunities  for and  promotes  organizational change
  • Presents goals as shared  interests
  • Articulates vision to motivate colleagues and follows through with commitments

Performance Management

  • Provides constructive feedback to colleagues
  • Identifies ways  for their staff to develop their  abilities  and  careers
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations

Planning and Organizing

  • Sets clear and achievable goals consistent with agreed priorities for self and others
  • Identifies priority activities and assignments for self and others
  • Develops strategic vision for IOM within area of  responsibility
  • Organizes and documents work to allow for planned and unplanned handovers
  • Identifies risks and makes contingency plans,
  • Adjusts priorities and plans to achieve   goals
  • Allocates appropriate times and resources for own work and that of team Members

Professionalism

  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
  • Persistent, calm, and  polite  in the face of  challenges and   stress
  • Treats all  colleagues  with  respect and dignity
  • Works effectively with people from different cultures by adapting to relevant cultural contexts
  • Knowledgeable about and promotes IOM core mandate and migration
  • Solutions

Teamwork

  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Gives credit where credit is  due
  • Seeks input and feedback from others
  • Delegates tasks and responsibilities as appropriate
  • Actively supports and implements final group   decisions
  • Takes joint responsibility for team's  work

Technological Awareness

  • Learns about developments in available technology
  • Proactively identifies and  advocates  for cost-efficient  technology solutions
  • Understands applicability and limitation of technology and seeks to apply it to appropriate  work

Resource Management

  • Establishes realistic resource requirements to meet IOM needs
  • Builds stable strategic alliances with relevant parties
  • Identifies sources of and secures funding from external stakeholders to meet the needs of IOM

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Only candidates residing in the country of the duty station within commuting distance of the duty station will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Female with the above qualifications are encouraged to apply.

How to Apply

 

Interested candidates are invited to submit their applications via email to hrdeptsanaa@iom.int

by Saturday 19 Oct 2019

In order for the applications to be considered valid, IOM only accepts applications with a cover letter not more than one page specifying the motivation for application, with a subject line: SVN2019.171 Sana’a, Programme Assistant (MH-Admin) – G4

All applications should include a functional email address, mobile numbers and detailed curriculum vitae (CV).

Posting period: From 06.Oct.2019 to 19.Oct.2019


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