SVN IE**APPLY ON THE WEBSITE** - **APPLY ON THE WEBSITE**
OPEN TO INTERNAL AND EXTERNAL CANDIDATES
POSITION TITLE : PROCUREMENT AND ADMINISTRATIVE ASSISTANT
Duty Station : DUBLIN, IRELAND
Classification : GENERAL SERVICE ? G4
Type of Appointment : 9 MONTHS SPECIAL SHORT TERM (SST) CONTRACT, WITH
POSSIBILITY OF EXTENSION
Estimated Start Date : **APPLY ON THE WEBSITE**.**APPLY ON THE
WEBSITE**.**APPLY ON THE WEBSITE**
Closing Date :? **APPLY ON THE WEBSITE**.**APPLY ON THE
WEBSITE**.**APPLY ON THE WEBSITE**
_Established in **Apply on the website**, IOM is a Related
Organization of the United Nations, and as the leading UN agency in
the field of migration, 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:_
IOM opened an office in Ireland in **Apply on the website**. Ireland
became a full member government of IOM in **Apply on the website**.
IOM Ireland provides Assisted Voluntary Return and Reintegration
Programmes (AVRR) that are open to migrants (asylum seekers and
irregular migrants) from non-EEA countries, who wish to return home
voluntarily but do not have the means, including the necessary
documentation, to do so. Programme activities additionally include the
following areas of migration management: Resettlement, Family
Reunification and Counter- Trafficking.
Under the overall supervision of the Chief of Mission, the direct
supervision of the Finance, HR and Administration Coordinator, the
Procurement and Administrative Assistant will be responsible for
providing effective and efficient administrative assistance and
support to the Resource Management unit.
_CORE FUNCTIONS / RESPONSIBILITIES:_
PROCUREMENT ASSISTANCE
* Responsible for routine daily office maintenance such as placing
stationary orders, ordering drinking water, check on regular office
maintenance work (i.e carpet and windows cleaning)
* Support Operations and RMU office with IOM Procurement processes
and provide related assistance (bid analysis; Vendor information list;
offers; contracts)
* Create vendors in PRISM and maintain Vendor data
* Review that all required documentation/supporting documents, are
in place in line with IOM?s procurement and financial rules and
regulations, before processed for payment. Make follow-ups as
required.
* Prepare copies of all invoices for VAT reclaims.
* Verify all vendor/supplier documents for accurate register in the
system
* Review all suppliers? contracts on a yearly basis and prepare
renewals where needed
* Maintain physical assets register
* Create Assets when needed and monitor Asset list for the office
* Create Purchase orders in PRISM
* Assist in the retrieval of documents for audit purposes.
* Perform any other duties as may be assigned.
ADMINISTRATIVE ASSISTANCE:
* Provide administrative and logistical support to the RMO, printing,
photocopying and scanning of documents.
* Perform general administrative tasks such as: arrangements for the
couriering of documents, liaise with utility companies and other
suppliers and service providers as required.
* Provide support for the coordination and preparation of events
organized by the IOM, such as seminars, consultancy trainings, press
conferences, meetings, presentations
* Follow up on all supplier?s outstanding deliveries and invoices
* Monitor stocks of office supplies and prepare replenishment
purchase requisitions when appropriate and as required.
* Maintain internal attendance spreadsheets.
* Maintain appropriate records regarding asset disposal
* Perform any other duties as may be assigned.
REQUIRED QUALIFICATIONS AND EXPERIENCE
* Bachelor?s Degree or equivalent from an accredited academic
institution, preferably in Business Administration, Commerce,
Accounting or Finance, with one year of relevant work experience; or
High School Certificate with three years of relevant work experience
EXPERIENCE
* Good knowledge of information technology and proficiency in
Microsoft Office applications (in particular Excel).
* Good knowledge of accounting software; previous experience with
SAP would be an advantage.
* Previous work experience in Procurement
* Knowledge in office Asset data recording/maintenance would be an
advantage
* Previous work experience in international organisations /companies
would be an advantage.
* Previous experience and/or an interest in working with migrants or
vulnerable populations would be an advantage.
LANGUAGES
* Fluency in English is required
* Any other IOM official language is an advantage
COMPETENCIES
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: 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.
_BEHAVIOURAL_
Core Competencies ? behavioural 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 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.
IOM?s competency framework can be found at this
We need : English (Good)
Type: Permanent
Payment:
Category: Others
