I. Position Information

Position title

Position grade

Duty station

Procurement/Admin Assistant

G

IOM Astana

Seniority band:

Job family:

Organizational unit:

Position number

Position rated ¨

Subject to rotation

Band IV

Department of Resource Management

To be confirmed

To be confirmed

N/A

Reporting directly to

Senior Finance/HR Assistant

Overall supervision by

RMO and Chief of Mission

Managerial responsibility

none

Directly reporting staff

nil

II. Organizational Context and Scope

        Under the overall supervision of Chief of Mission OIC and direct supervision of the Senior Finance/HR Assistant, the Procurement/Admin Assistant provides functional services in administrative and financial aspects of the mission in Astana.

The Procurement/Admin assistant works in close collaboration with the IOM Operations, Programme and projects staff in Kazakhstan and the Central Asia to exchange information and ensure consistent service delivery.

III. Responsibilities and Accountabilities

Procurement responsibilities:

• ·         Conducting tenders, preparation of bids analysis, purchase orders on the purchase of equipment, goods and services upon request from the programme staff and approval of the Chief of Mission, OIC and Finance/HR Assistant
• ·          Provide general guidance to staff member on common Admin/Procurement  procedures/issues/requirements

• Arranging supply for events (hotel accommodation, cocktail reception, equipment’s rent, delivery service, printing materials, stationery)

• Providing inventory reports, maintaining disposal/transfer assets within/out of the Mission

•          Prepare agreements, checklists and coordinate contract approvals with LEG department
• ·         Keep track and regularly update IOM Astana inventory of assets

Administrative responsibilities:

• ·         Receive, assess and refer telephone and personal inquiries to the appropriate staff for reply.
• ·         Record and distribute mail and other correspondence.
• ·         Ensure record keeping and maintenance of all relevant correspondence. Create and maintain filing and reference system, following IOM guidelines. File research as/when needed for colleagues seeking particular documents.
• ·         Perform secretariat tasks with high level of professionalism (preparing letters, answers to letters, archiving of correspondence(incoming/outgoing) email and telephone communication when engaging with Embassies, international organizations, government and non-government stakeholders
• ·         Draft routine correspondence, type letters, reports, memoranda, faxes, as well as IOM documents and forms related to IOM operational and administrative matters. Format and file correspondence, reports and documents prepared by staff.
• ·         Monitor shipments.

• Visa support for event participants and colleagues

• Maintaining schedule of Chief of Mission(arranging meetings with partners)

• Arranging all documents for business trips for COM (TAs, visa support, booking hotels, tickets, managing security clearance, report procedures after arriving) 

• ·         Consult and record medical clients
• ·         Maintaining a clean, organized reception area
• ·          Any other duties as may be assigned by the Chief of Mission, OIC , the National Admin/Finance Officer or Finance/HR Assistant

IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies

Behavioural

Accountability

• Accepts and gives constructive criticism
• Follows all relevant procedures, processes, and policies
• Meets deadline, cost, and quality requirements for outputs
• Monitors own work to correct errors
• Takes responsibility for meeting commitments and for any shortcomings

Client Orientation

• Identifies the immediate and peripheral clients of own work
• Establishes and maintains effective working relationships with clients
• Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries

Continuous Learning

• Contributes to colleagues' learning
• Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other  functional areas
  • Keeps abreast of developments in own professional area

Communication

• Actively shares relevant information
• Clearly communicates, and listens to feedback on, changing priorities and procedures
• Writes clearly and effectively, adapting wording and style to the intended audience
• Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative

• Proactively develops new ways to resolve problems

Leadership and Negotiation

• Convinces others to share resources
• Presents goals as shared interests

Performance Management

• Provides constructive feedback to colleagues
• Provides fair, accurate, timely, and constructive staff evaluations
• Uses staff evaluations appropriately in recruitment and other relevant HR procedures

Planning and Organizing

• Sets clear and achievable goals consistent with agreed priorities for self and others
• Identifies priority activities and assignments for self and others
• Organizes and documents work to allow for planned and unplanned handovers
• Identifies risks and makes contingency plans

Professionalism

• Masters subject matter related to responsibilities
• Identifies issues, opportunities, and risks central to responsibilities
• Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
• Persistent, calm, and polite in the face of challenges and stress
• Treats all colleagues with respect and dignity
• Works effectively with people from different cultures by adapting to relevant cultural contexts
• Knowledgeable about and promotes IOM core mandate and migration solutions

Teamwork

• Actively contributes to an effective, collegial, and agreeable team environment
• Contributes to, and follows team objectives
• Gives credit where credit is due
• Seeks input and feedback from others
• Delegates tasks and responsibilities as appropriate
• Actively supports and implements final group decisions
• Takes joint responsibility for team's work

Technological Awareness

• Learns about developments in available technology
• Proactively identifies and advocates for cost-efficient technology solutions
• Understands applicability and limitation of technology and seeks to apply it to appropriate work

Technical

• Effectively applies knowledge of relevant financial discipline
• Develops / follows internal control procedures to prevent fraud and mismanagement
• Ensures application of institutional financial policies and guidelines

Advocates incorporation of financial considerations into processes and procedures

V. Education and Experience

Secondary School Diploma or university degree with 2-3 years of working experience.

VI. Languages

Required

Russian

English

Kazakh

Fluent

Fluent

Fluent

Advantageous

University degree is an advantage.