Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, 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. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
Under the overall supervision of the Protection Coordinator in the International Organization for Migration (IOM) Costa Rica, and direct supervision of the AVR National Project Officer (Operations), the Senior Administrative and Cash Based Interventions (CBI) Associate will be responsible and accountable for the overall management of administrative, logistical, and CBI requirements of the programme.
Manage and monitor a large and diversified volume of complex, sensitive and confidential correspondence and documentation, to ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness.
- Serve as the office’s reference point on procedural and administrative matters, answer substantive questions requiring extensive research and independently obtain clarification and draft correspondence to reply to enquiries.
Conduct extensive research and prepare briefing material for the supervisor; select a variety of information from various sources and present findings in appropriate form.
- Manage the calendar for the supervisor and schedule appointments and meetings, arrange travels and visits, notifying organisations and officials to be visited and receive visitors.
Review and edit publications, reports and other documentation drafted by staffs within the Country Office (CO) to ensure consistency with IOM’s formal and stylistic standards prior to submission.
Liaise between supervisor and senior staff regarding office issues and information, ensuring the timely flow of directives, status updates, reports, other relevant information and sensitive or urgent matters requiring supervisory attention.
Coordinate logistical arrangements of high-level meetings, including preparation, delivery- and follow-up activities with internal and external partners and participants, draft briefing information to support the supervisor's participation in meetings, councils, and programme activities.
Coordinate, monitor and process administrative actions in Human Resources (HR), contracts, procurement, accounting, finance, logistics and the like through IOM's computerised systems.
Provide guidance to staff on relevant administrative issues, train and coordinate other office support staff in the Department or CO and coordinate the work of office support staff.
Plan, implement and supervise project activities and objectives in line with global and IOM standards for CBI.
- Coordinate and monitor the operational, administrative and financial aspects of CBI in accordance with IOM’s policies, practices and global standards as well as relevant requirements, guidelines and donor agreements.
Identify and monitor adequate transfer mechanisms and financial service providers to facilitate efficient and effective implementation of CBI.
- Develop Standard Operating Procedures (SOPs) and technical guidelines in close coordination with colleagues to facilitate an efficient and effective CBI delivery, in accordance with IOM’s policies and procedures for cash-based programming.
Supervise the administrative and logistics assistance staff to support team capacity and quality and consistency of outputs.
Review systems and processes within the area of responsibility and propose improvements that meet the needs of the Department.
Perform such other relevant duties as maybe assigned.
Education
Bachelor’s degree in business administration or a related field from an accredited institution with five years of relevant professional experience; or
High school diploma with seven years of relevant professional experience.
Experience
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
Attention to detail, ability to organize paperwork in a methodical way
Discreet, details and clients-oriented, patient and willingness to learn new things;
Administrative Management;
CBI Expertise;
Problem-Solving and Adaptability;
Financial Oversight;
Compliance and Accountability;
Innovation and Digital Tools; and,
Database Management.
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
For this position, fluency in Spanish and English is required (oral and written).
Desirable: Working knowledge of French, Arabic, Portuguese, Russian, Mandarin.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
La aplicación debe incluir
Notes
- Solo se contactará con los candidatos preseleccionados.
- Cualquier oferta que se haga al candidato en relación con esta convocatoria de vacante está sujeta a la confirmación de la financiación.
- Este puesto está sujeto a contratación local. Solo podrán ser considerados aquellos que posean un permiso de residencia y de trabajo válido para el país en el que se encuentra el puesto.
- El nombramiento estará sujeto a la certificación de que el candidato es médicamente apto para el puesto, a la verificación de la residencia, al visado y a las autorizaciones del Gobierno correspondiente, cuando proceda.
- La OIM aplica una política de tolerancia cero ante conductas incompatibles con los fines y objetivos de las Naciones Unidas y de la OIM, incluyendo la explotación y el abuso sexuales, el acoso sexual, el abuso de autoridad y la discriminación por motivos de género, nacionalidad, edad, raza, orientación sexual, origen religioso o étnico o discapacidad.
- La OIM no cobra ninguna tasa en ninguna fase de su proceso de selección (solicitud, entrevista, tramitación, formación u otras tasas). La OIM no solicita ninguna información relacionada con cuentas bancarias.
- La OIM solo acepta solicitudes debidamente cumplimentadas presentadas a través del sistema de selección en línea de la OIM. La herramienta en línea también permite a los candidatos realizar un seguimiento del estado de su solicitud.
La Organización Internacional para las Migraciones (OIM) no discrimina por motivos de discapacidad, edad, identidad y expresión de género, orientación sexual, nacionalidad, identidad racial, creencias religiosas, entre otras. La OIM está comprometida con un entorno diverso e inclusivo y por ello su personal proviene de una amplia gama de entornos socioeconómicos y perspectivas del mundo. Se alienta especialmente las candidaturas de mujeres, personas afrodescendientes y personas LGBTIQA+ que se encuentren cualificadas y cumplan los requisitos de cada vacante
The International Organization for Migration (IOM) does not discriminate on the basis of disability, age, gender identity and expression, sexual orientation, nationality, racial identity, religious beliefs, among others. IOM is committed to a diverse and inclusive environment and therefore its staff come from a wide range of socio-economic backgrounds and world perspectives. Candidates from women, people of African descent and LGBTIQA+ people who are qualified and meet the requirements of each vacancy are especially encouraged.