Program Administrative Assistant(Port Sudan) – IOM

Job Description

Organization	International Organization for Migration
Position Title	Program Administrative Assistant – Shelter & Settlement
Duty Station	Port Sudan
Classification	G5
Type of Appointment	Special Short-term graded contract, six months with possibility of extension
Estimated Start Date	As soon as possible
Closing Date	April 13, 2024

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.

Context:

Sudan is currently witnessing a conflict that has been ongoing for more than six months. The conflict led
to the fleeing of the Sudanese population and migrants to different states as well as neighboring countries
seeking protection and humanitarian services. IOM Sudan suspended its operation in Khartoum and
started the operation from and established an IOM office in Port Sudan. IOM is currently providing
lifesaving assistance to the vulnerable population of IDPs, migrants and host communities in
different states.
The affected population is facing protection issues as the needs are high and the situation is dire in the
gathering sites. IOM on the ground is responding to the increasing needs programmatically as well as
administratively.
Under the general guidance of the Chief of Mission (COM) and Humanitarian & Transition Program
Manager, direct supervision of the ES/NFI Officer, the Program Administrative Assistant-Shelter and
Settlement will actively contribute to ensuring the efficient execution of administrative & operational
responsibilities during the implementation of shelter and NFI operations in Sudan.

Core Functions / Responsibilities:

1. Provide administrative support for the S/NFIs Programme including preparing Purchase
   Requests (PRs) in the IOM PRISM and following up on Purchase Orders (PO) creation with the
   Procurement and Logistics Unit as required.
2. Prepare requisitions of all the supplies and services for the S/NFIs Programme, as assigned,
   ensuring accuracy in the specifications and timely delivery, and preparing a Certificate of
   Acceptance/Good Receipt Note accordingly.
3. Prepare payment requests for the accepted services/ goods supplied and as needed follow up on MIGO creation with the Logistics and Procurement Unit.
4. Maintain an inventory database and assist in monitoring and maintaining a tracking system for
   all procurement, logistics requests, and payment requests.
5. Support coordination of workshops, meetings, and visits, ensuring necessary logistics are in
   place.
6. Facilitate the acquisition of internal permits for staff involved in field visits, and offer guidance on
   travel-related policies, and provide logistical support for travel-related activities.
7. Support the Programme in monitoring budget expenditure, based on purchase requests, and
   payment processes and notify relevant staff of nearing the closure of WBS when services are
   not delivered.
8. Support the coordination for all the operational implementation at the field level.
9. Undertake duty travel when necessary to support staff members at different field locations.
10. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in administration management or a related field from an accredited academic institution with at least three years of relevant working experience. OR;
• Secondary School Diploma with at least five years of relevant working experience

Experience

• Three years of relevant professional experience, preferably in administrative support or similar roles.
• Previous working experience with NGOs or international organizations is an advantage.
• Experience working in an emergency context with throughout knowledge of executive assistance and liaison with the government is a significant advantage.

Skills

• Solid computer skills, including proficiency in MS Office packages (Office, Excel, PowerPoint,
  Outlook), is essential.
• Undertake duties delegated by the respective supervision, hold self-accountable in completion
  of assigned tasks and manage resources efficiently.
• Knowledge of the region is an advantage.

Languages
Fluency in Arabic and English is required (oral and written).

Required Competencies

Values – all IOM staff members must abide by and demonstrate these values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains 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 – behavioral indicators level 1

• 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 of 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.

Other:

• Any offer made to the candidate about this vacancy notice is subject to the availability of funding.
• IOM has zero tolerance for discrimination and does not discriminate against HIV/AIDS status.
• This position is open to ONLY Sudanese nationals.
• Vacancy closes at 23:59 local time in Khartoum, Sudan on the respective closing date. No late applications will be accepted.

How to apply:

Interested candidates are invited to submit their Resume via email: [email protected] , by
April 13, 2024, at the latest, referring to this advertisement.
Include the code: SVN 13 2024 in your email subject.

Only shortlisted candidates will be contacted.
Posting period:
From 28.03.2024 to 13.04.2024
No Fees:
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.