Administrative and Financial Assistant

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is recognized as the leading inter-governmental organization in the field of migration. IOM works closely with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration for the benefit of all. The organization provides services and advice to governments and migrants, focusing on various aspects of migration management. IOM Viet Nam specifically aims to save lives and drive solutions to displacement through its projects and programs related to humanitarian action, disaster risk management, and climate mobility. The organization supports the Government of Viet Nam in enhancing its legal and policy framework to respond effectively to emergencies, protect vulnerable populations, build resilience, reduce disaster risks, adapt to climate change, and prevent further displacements. IOM operates in multiple countries and employs a diverse workforce dedicated to addressing migration challenges.

Job Overview:
The Administrative and Financial Assistant will play a crucial role in supporting the implementation of current and potential future projects in the field of disaster risk management and climate mobility. The successful candidate will work under the overall supervision of the Head of Projects and Partnership in Viet Nam and the direct supervision of the National Program Officer in Hanoi. The position requires effective administrative and financial assistance, ensuring that project activities are implemented, monitored, and reported in accordance with IOM's guidelines. The incumbent will be responsible for retrieving, compiling, summarizing, analyzing, and presenting information and data on specific project topics. Additionally, the role involves monitoring budgets, verifying the availability of funds, and obtaining necessary approvals while updating budget-related information. The Administrative and Financial Assistant will act as a focal point for administrative coordination of project implementation, requiring extensive liaison with various organizational units and external parties. This position also entails drafting status reports, correspondence on project issues, and preparing various forms of documentation, including reports, briefing notes, and presentations. The candidate will participate in meetings and conferences, assist in coordinating implementation activities with local authorities, partners, UN agencies, NGOs, donors, and other stakeholders relevant to the project. Furthermore, the role includes monitoring the work of implementing partners and providing guidance and training to new or junior staff members.

Duties and Responsibilities:

• Assist in the implementation and monitoring of project activities.
• Retrieve, compile, summarize, analyze, and present information/data on specific project topics.
• Monitor budget; verify availability of funds; obtain necessary approval and update budget-related information.
• Act as focal point for administrative coordination of project implementation, involving extensive liaison with diverse organizational units and external parties to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, etc.
• Draft status reports, identifying shortfalls in delivery, bringing them to the attention of the supervisor and suggesting remedial actions.
• Draft correspondence on project issues; prepare and update reports, briefing notes, graphics, statistical tables, presentations, and other forms of documentation.
• Respond to complex information requests and inquiries; set up and maintain files/records; organize meetings, workshops, and training sessions.
• Participate in meetings and conferences; assist in coordinating implementation activities with local authorities, partners, UN agencies, intergovernmental and non-governmental organizations, donors, and other stakeholders relevant to the project.
• Assist in monitoring the work of implementing partners and report non-compliances to the supervisor. 1
• Provide guidance/training to new/junior staff. 1
• Perform other related duties as assigned.

Required Qualifications:

• School diploma with five years of relevant experience; or,
• Bachelor’s degree in Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law, or related fields from an accredited academic institution with three years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Experience in liaising with governmental authorities, national/international institutions, UN agencies, and NGOs.
• Experience in working with migrants, refugees, internally displaced persons, victims of trafficking, and other vulnerable groups.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organizations in a multi-cultural setting is an advantage.
• Experience working in emergency relief and/or recovery projects is an advantage.

Educational Background:
The position requires either a school diploma with five years of relevant experience or a Bachelor’s degree in fields such as Political or Social Sciences, International Relations, Development Studies, Migration Studies, Human Rights, Law, or related areas from an accredited academic institution, along with three years of relevant professional experience. It is important that the educational qualifications are from accredited universities recognized in the UNESCO World Higher Education Database.

Experience:
Candidates should have a minimum of three years of relevant professional experience if they hold a Bachelor’s degree, or five years of relevant experience if they possess a school diploma. Experience should include liaising with governmental authorities, national and international institutions, UN agencies, and NGOs. Additionally, candidates should have experience working with vulnerable groups such as migrants, refugees, and internally displaced persons. Prior work experience with international humanitarian organizations or in emergency relief and recovery projects is considered an advantage.

Languages:
Fluency in English and Vietnamese is required for this position, both oral and written. IOM’s official languages include English, French, and Spanish. Proficiency in these languages will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Additional Notes:
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months. This post is subject to local recruitment, and only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background, or disabilities. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fee). IOM does not request any information related to bank accounts. IOM only accepts duly completed applications submitted through the IOM online recruitment system, which also allows candidates to track the status of their application.