Project Associate-Admin/Programs

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a Related Organization of the United Nations. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM's mission is to promote humane and orderly migration for the benefit of all, saving lives and protecting people on the move. The organization drives solutions to displacement and facilitates pathways for regular migration while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. The organization operates in numerous countries worldwide, focusing on various aspects of migration and humanitarian assistance, and aims to harness the full potential of migration to strengthen its support to people on the move.

Job Overview:
The Project Associate-Admin/Programs position is crucial for the effective management of procurement and administrative processes within the IOM office. The role involves supporting the coordination of procurement activities, which includes the revision and consolidation of purchase request forms, organizing and evaluating bidding processes, and ensuring timely delivery of products and services. The Project Associate will assist supervisors in handling complex purchases and contribute to the development of procurement plans that optimize purchasing power. This position requires participation in negotiations regarding purchase terms and conditions, as well as providing technical guidance to staff on procurement procedures. The Project Associate will also be involved in maintaining documentation, preparing reports, and supporting supply chain activities related to property and asset management, warehousing, and transportation. Additionally, the role includes coordinating fleet activities and ensuring the maintenance of office facilities and equipment, as well as providing training and guidance to junior staff.

Duties and Responsibilities:
The duties and responsibilities of the Project Associate-Admin/Programs include:

• Carrying out and supporting coordination of procurement activities, including the revision and consolidation of purchase request forms.
• Organizing and evaluating bidding processes and following up on purchase orders until successful delivery and payment.
• Assisting supervisors in complex, higher-value purchases.
• Supporting the development of procurement plans to optimize purchasing power.
• Participating in negotiations of purchase terms and conditions and resolving delivery issues.
• Providing technical guidance on procurement instructions and procedures.
• Developing, evaluating, and updating procurement systems and procedures.
• Identifying local and international suppliers and evaluating them based on quality, price, and reliability.
• Contributing to the development of tools for tracking contracts and procurement plans. 1
• Coordinating maintenance of files and timely submission of reports. 1
• Providing specialized support in supply chain activities related to asset management and transportation. 1
• Coordinating supply chain operations with UN agencies and partners. 1
• Planning and coordinating fleet activities and monitoring vehicle maintenance. 1
• Coordinating service and maintenance of office facilities. 1
• Training and guiding junior staff while supervising their professional development. 1
• Actively participating in UN inter-agency meetings related to supply chain management. 1
• Performing other duties as assigned.

Required Qualifications:
The required qualifications for the Project Associate-Admin/Programs position include:

• A university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited institution with four years of relevant professional experience; or a high school diploma with six years of relevant experience.
• Certification in Procurement, Logistics, or Supply Chain Management is an advantage.
• Experience in project administrative and logistics management, including planning and organizing administrative processes.
• Proficiency in using administrative management systems and ERP platforms, with advanced skills in Microsoft Office applications, particularly Excel for data analysis.
• Experience supervising personnel and coordinating logistics operations.
• Previous experience with international humanitarian organizations or UN agencies is preferred.

Educational Background:
Candidates must possess a university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited academic institution. Alternatively, a high school diploma with extensive relevant professional experience is acceptable. Accredited universities are those listed in the UNESCO World Higher Education Database.

Experience:
Candidates should have a minimum of four years of relevant professional experience in project administrative and logistics management. This includes experience in planning, organizing, directing, and controlling administrative and supply chain processes, as well as effective resource management. Experience with administrative management systems and ERP platforms is essential, along with advanced proficiency in Microsoft Office applications, particularly in data analysis and spreadsheets. Supervisory experience and coordination of logistics operations are also required, along with familiarity with humanitarian logistics and administrative procedures.

Languages:
Fluency in Spanish is mandatory for this position, as all IOM staff members are required to be fluent in one of the IOM's official languages (English, French, Spanish). Proficiency in additional languages may be beneficial but is not required.

Additional Notes:
The position may involve a contract duration that is subject to funding confirmation. The selection process may be used to staff similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar positions for a period of 24 months. Appointment is contingent upon certification of medical fitness, accreditation, residency or visa requirements, and security" style="border-bottom: 1px dotted #007bff !important;">security clearances. IOM has a zero-tolerance policy on conduct incompatible with the aims and objectives of the United Nations and IOM, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.