Junior Programme Assistant (Logistics Support) at International Organization for Migration - IOM

SVN No.: SVN2022.055
Location: Abuja, Nigeria
Organizational Unit : Disengagement, Disassociation, Reintegration and
Reconciliation (DDRR)
IOM Classification: G35
Type of Appointment: Special Short-Term (SST) 6 months with possibility of
extension
Estimated Start Date: As soon as possible

Context

• Working under the overall supervision of the DDRR Programme Manager and under the direct supervision of the RR
• Project Manager the successful candidate will be responsible for providing administrative and general office programme
• support for the implementation of the Disengagement, Disassociation, Reintegration and Reconciliation (DDRR)
• Programme in Nigeria. In particular, the incumbent will perform the following duties:

Core Functions / Responsibilities

• Provide administrative support; prepare purchase requests, requests for payment and follow up all procurement processes.
• Ensure proper documentation and filling of the project administrative and financial documents and data collection forms.
• Maintain an inventory database and assist in monitoring and maintaining a tracking system for all procurement and logistics requests.
• Prepare requisitions of all the supplies and activities, as assigned, ensuring accuracy in the specifications and timely delivery, collate procurement requests for approvals.
• Monitor and track stock of office supplies and orders, request for replenishment when required.
• Monitor office maintenance, supplies, organize repair of office equipment.
• Prepare travel authorizations and arrangements in conjunction with meetings, workshops, conferences, track and prepare itinerary, prepare associated documentations, facilitate visa application for staff and consultants.
• Support coordination of agendas of meetings, workshops, visits, study tours, and necessary logistics, etc.
• Undertake duty travel when necessary.
• Support the Project Manager on monitoring of budget expenditure, based on purchase request, and payment processes.
• Support the organization of knowledge management activities, and sessions for the programme staff.
• Assist, with the supervision of the Programme Officer, in all other administrative functions, as required.
• Perform such other duties as may be assigned.

Requirements
Education:

• High School Diploma with at least three years of relevant experience; or Degree / Certificate from an accredited academic institution in Social Sciences / Humanities / Development Studies or related area; or an equivalent combination of Education, Training & Experience.

Experience:

• Minimum of three years related experience (01 year for candidates holding bachelor’s degree); preferably within the United Nations or within an international organization.
• Experience in liaising with other national/international institutions, the UN and NGOs.
• Knowledge about peacebuilding and DDRR programming.

Skills:

• Strong sense of details and accuracy in all matters.
• Reliable, able to work under pressure, good organizational skills and drive for results
• Knowledge of UN system and ideally of IOM procurement and financial rules and regulations.
• High level of computer literacy and good knowledge of MS Office application.

Languages:

• Fluency in English and French required, working knowledge of multiple languages is an advantage.

Required Competencies
Behavioural:

• The incumbent is expected to demonstrate the following competencies: Values
• Inclusion and respect for diversity respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain 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 - Behavioural Indicators Level 2:

• 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 action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Others:

• Only candidates residing in the country of the duty station and within commuting distance of the duty station will be considered.
• Appointment will be subject to certification that the candidate is medically fit for appointment, confirmation of all documents, and security clearances.
• Women with the above qualifications are encouraged to apply.