Procurement and Admin Assistant (Shelter/NFI & CBI), IOM Moldova

CALL FOR APPLICATIONS

Open to Internal and External Candidates

                    Position Title

:

 Procurement and Admin Assistant (Shelter/NFI & CBI)

                          Duty Station

:

 Chisinau, Moldova

                        Classification

:

 General Service Staff

            Type of Appointment

Duration :

All Inclusive Salary:

:

 Special Short-Term Ungraded

 Six months with possibility of extension

14000 MDL per month

        Estimated Start Date

:

 As soon as possible

                        Closing Date 

:

16 May 2022

 

Established in 1951, 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.

OM 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:

Following the launch of military operations across Ukrainian territory on 24 February 2022, substantive flows and displacements across Ukraine and toward neighbouring countries have been reported countries in the following days. As response to the Ukrainian crisis, IOM Chisinau has increased operational activities which requires additional administrative staff.

Working under the overall supervision of the Shelter/NFI Programme Manager, the successful candidate will be responsible in providing administrative and field programme support along with the implementation and reporting of the Shelter/NFI and CBI projects in Moldova.

Core Functions / Responsibilities:

  1. With the support of the Shelter/NFI Programme Manager and in coordination with the procurement/logistic team, fill out the required procurement and finance documents to support IOM Shelter/NFI and Cash Based Intervention (CBI) Programme implementations;
  2. Keep a record and organize all finance and procurement documents submitted, as well as any other documents supporting Shelter/NFI &CBI Programme implementation (i.e. project reports, correspondence with / from authorities, note for files, etc.);
  3. Keep a record and organize documents in relation to the human resources of the Shelter/NFI &CBI team (i.e. annual leave request, sick leave request, etc.). Ensure required level of confidentiality;
  4. Collect shelter activity data, including beneficiary list in locations, various assessment data, and post distribution monitoring (PDM) data.
  5. Conduct the inventory and keep updated records of all items purchased in relation to Shelter/NFI & CBI Programme. Prepare purchase requests when required to replenish stocks of consumables;
  6. Distribute office materials to Shelter/NFI &CBI staff members as needed and maintain proper records, liaise with IOM Procurement and Logistics unit for the follow up of the procurement of materials and the delivery to the field offices in a timely manner;
  7. Manage the fleet of vehicle for the Shelter/NFI & CBI team. Prepare supporting documents (i.e movement plans) required to request vehicles;
  8. Prepare materials and office spaces for events (training, coordination meetings, etc.);
  9. Responsible of staff & volunteer attendance records for the Shelter/NFI & CBI team;
  10. Assist for staff travel arrangements in relation to the Shelter/NFI & CBI operations;
  11. Undertake duties delegated by the respective supervision, hold self-accountable in completion of assigned task and manage resources efficiently.
  12. Perform other duties as when assigned by the supervisor.

 Required Qualifications and Experience

 Education

  • Bachelor’s degree in Social Sciences/Humanities/Development Studies or related field with two years of relevant professional experience;

Or,

  • High School diploma with four years of relevant experience.

Experience

  • Experience in liaising with other national/international institutions, the UN and NGOs;
  • High level of computer literacy and good knowledge of the MS Office application;
  • Strong sense of details and accuracy in all matters;
  • Reliable, able to work under pressure, good organizational skills and drive for results.

 Languages

Fluency in English, Romanian and good knowledge of Russian is required.

Required Competencies

The successful candidate is expected to demonstrate the following values and competencies:

Values - all IOM staff members must abide by and demonstrate these three 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 – 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.

 Other

Any offer made to the candidate in relation to this special vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, security clearances and a valid COVID certification.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested applicants are invited to send the CV and cover letter in English to: hrchisinau@iom.md  cc: rursu@iom.int   

Please, indicate the position you are applying for and reference code in the subject line of your message.

Closing date for applications is 16 May 2022, however interested candidates are strongly encouraged to apply sooner.

In order for an application to be considered valid, IOM only accepts the applications duly completed.

Only shortlisted candidates will be contacted.

Posting period:

From 06.05.2022 to 16.05.2022