Intern - Resource Management Unit

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 150 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM is committed to the principles of inclusion and respect for diversity, integrity and transparency, and professionalism.

Job Overview:
The Intern in the Resource Management Unit at IOM Djibouti will work under the overall supervision of the Resource Management Officer (RMO) and the direct supervision of the Senior Finance Assistant. This position is designed to provide the intern with a comprehensive understanding of administrative and financial tasks within an international organization. The intern will be involved in various responsibilities, including submitting VAT claims, reconciling accounts, maintaining filing systems, monitoring billing, and assisting with logistics for trainings and meetings. This role is multifaceted and aims to equip the intern with practical skills in resource management, financial administration, and organizational support. The intern will also have the opportunity to engage with IOM staff and gain insights into the organization's work in migration management.

Duties and Responsibilities:

• Submit VAT claims electronically and reconcile VAT claims refunded by the government with vendors and the General Ledger account.
• Create and maintain an orderly filing system, both electronically and in hard copy, according to IOM general guidelines.
• Monitor and verify billing of staff for private use of IOM assets, such as personal calls, and ensure proper recording in the PRISM system.
• Follow up with staff to ensure timely submission of computed Travel Expense Claims (TECs) upon their return from Temporary Duty Assignments (TDY), ensuring compliance with IOM Travel Rules and Regulations.
• Assist in logistics for trainings, workshops, and meetings, coordinating with the relevant unit.
• Act as custodian of stationary stock, including taxi books and office supplies, and maintain a log for the same.
• Provide general administrative support to the Resource Management Unit team.
• Perform any other duties as assigned by the supervisor.

Required Qualifications:
The ideal candidate should be enrolled in the final year of a Bachelor's degree (or equivalent) in International Relations, Business Administration, Communications, Project Management, or related fields. Alternatively, candidates enrolled in a Master’s program in similar disciplines or those who have graduated from a Bachelor's/Master’s degree within the last 12 months prior to the internship start date are also eligible. Candidates should possess excellent writing and formatting skills in both English and French, along with strong proficiency in MS Office applications such as Word, PowerPoint, Excel, and Outlook. Personal commitment, efficiency, and a results-driven attitude are essential, as well as strong interpersonal and intercultural skills to work effectively within a diverse team.

Educational Background:
Candidates must be enrolled in a relevant degree program, either at the Bachelor's or Master's level, or have graduated within the last year. Relevant fields of study include International Relations, Business Administration, Communications, Project Management, or other related disciplines. This educational background is crucial for understanding the context and responsibilities associated with the internship role.

Experience:
Prior internship or experience in administrative support, communications, or program management in an international, governmental, or NGO context is preferred. This experience will help the intern to adapt quickly to the responsibilities of the position and contribute effectively to the Resource Management Unit.

Languages:
The mandatory languages for this position are English and French, as IOM’s official languages are both. Proficiency in these languages is essential for effective communication and documentation within the organization. Additional language skills may be considered an asset but are not required.

Additional Notes:
The internship is subject to funding confirmation and the candidate's medical fitness for appointment. Interns may receive a small monthly stipend to help offset costs, but those receiving financial remuneration or credits from their university or other sponsoring bodies will not be eligible for this stipend. IOM provides coverage against occupational accidents and illnesses under the Compensation Plan for the duration of the internship. However, interns are responsible for their own medical insurance for non-occupational accidents or illnesses and must provide proof of coverage before starting work. IOM has a zero-tolerance policy regarding conduct incompatible with its aims and objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.