Administrative Programme Assistant

Job Description

IOM is carrying out a comprehensive Protection Programme in the Republic of Moldova. This Programme initiative aims to prevent and address trafficking in human beings, provide support to victims of trafficking and gender-based violence, and includes components focused on child protection, disability inclusion, and other vulnerable groups. It also focuses on enhancing the capabilities of relevant government bodies and civil society in Moldova and expanding efforts on the Left bank of the Nistru River.

The Administrative Programme Assistant’s role involves organising and developing activities within the Protection Programme to achieve IOM’s goals, promote the programme’s initiatives, and contribute using knowledge, experience and abilities to help strengthen IOM’s professional capacity. Under the overall supervision of the Protection Programme Coordinator and direct supervision of the Senior Programme Associate the incumbent will be acting as Administrative Programme assistant and will be responsible for carrying out the following duties and responsibilities within the projects under the Protection Programme:

Responsibilities

• Contribute to project cycle implementation to ensure successful execution and alignment with donor requirements and project goals, by assisting in the preparation of donor reports assigned by Protection Project Managers and the Senior Programme Associate, drafting briefing notes for project events, and supporting project monitoring and evaluation;
• Maintain up-to-date Protection database entries, analyse data and provide statistical reports to ensure data accuracy and support project reporting, by keeping the database current and by preparing quarterly and upon request narrative summaries and statistical reports based on information from the CT MIMOSA database;
• Assist in coordinating with suppliers to ensure timely procurement of goods and services for project activities by booking event spaces and catering, and searching for suppliers of promotional materials, experts, or specific services;
• Support contract drafting and negotiation with vendors and partners, to secure favourable terms for services needed by the Protection unit, by assisting in drafting and negotiation contracts for consultants, trainers, and other vendors in coordination with relevant staff and the Administrative Officer;
• Provide logistical support for meetings, trainings and events to ensure smooth coordination and successful execution of Protection unit activities by organizing technical meetings, providing translation of documents from English into Romanian/Russian and vice versa, collecting required documentation, and maintaining records such as participant lists, handover lists and contract-related documents;
• Assist with procurement procedures and service requests to enable timely implementation of program activities by preparing purchase requisitions, and payment requests;
• Identify and address administrative issues to facilitate efficient project management and problem resolution by bringing any administrative concerns to the attention of the relevant Protection Project Managers;
• Provide day-to day administrative and logistical support to ensure smooth operation and implementation of program activities by handling routine administrative tasks for the Protection Department;
• Perform other duties as may be required.

Qualifications

EDUCATION

• High school diploma with four years of relevant experience; or,
• Bachelor’s degree in Business Administration, Socio-Human Sciences, Law, Psychology, Public Administration or related field with two years of relevant professional experience.

EXPERIENCE

• Theoretical and practical knowledge in the field of assistance for vulnerable population
• Experience in drafting reports and briefing notes
• Experience and knowledge of protection standards applicable to migrants and refugees

SKILLS

• Excellent communication and negotiation skills, personal commitment, efficiency and flexibility
• Ability to work with minimal supervision and difficult conditions
• Good knowledge of Word, Excel

LANGUAGE

• IOM’s official languages are English, French, and Spanish.

Source: https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/12141