SVN 49 2024 Senior Program Associate – G6 – PortSudan,Sudan At International Organization for Migration

Context:

Under the overall supervision of Regional Coordinator (East) and under direct supervision and close technical coordination with the Migration Health Officer (Operation Coordinator), the successful candidate will be responsible for carrying out the following duties and responsibilities in relation to the Emergency Health and Nutrition Unit.

The role of the Senior Program Assistant is to support the Emergency Health and Nutrition Unit of the smooth running of its administrative duties for the operation in all Sudan.

Core Functions / Responsibilities:

1. Coordinate and ensure that various internal office administrative support procedures such as: follow-up of purchase request (PR) and Purchase Order (PO) and its payment with internal system (OIPA), closure of PR and PO on time with sufficient supporting documents obtained and stored for compliance and accountability.
2. Track and update PR tracker and share the tracker with SCU every week. When there is a delay that affects overall project management, alert the project focal point and the PM.
3. Site visits of constructions such as rehabilitation of health facilities, in coordination with the Supply Chain Unit (SCU), making sure the minimum quality? and timeliness is maintained during the work by selected suppliers and contractors.
4. Follow-up of HR, Logistics, Finance, Procurement, SCU, Protocol, Security and IT for smooth operation of Emergency Health and Nutrition Unit. This includes supporting travel arrangements including the creation of TR, security clearance, informing Security team and timely arrangement of vehicle.
5. Administer the office’s petty cash, operation advance, and submit the necessary reports and liquidation reports to supervisor. Ensure timely settlement of operation advance.
6. Information management: support tracking necessary documentation and final and signed versions are stored timely in a pre-agreed shared folder, this includes all the Notes for Files (NFFs), formalities with IP Agreement, relevant documents related to each procurement, such as RFI, RFQ, technical evaluations, BAS, signed PO and Good Received Notes (GRN).
7. Assist the issuance/renewal of hourly staff contracts or Letter of Invitation (LOI), supporting relevant documents such as attendance records are collected timely, and personnels are paid timely and as agreed with Program Manager. Before the completion of each contract or agreed duration of engagement, alert the PM to ensure timely communication on contract renewal or non-renewable/ continuation or discontinuation of engagement.
8. Support Senior Programme Officer with drug management.
9. Maintain inventory and organize timely, cost-effective and appropriate procurement and storage of stationery, IT equipment, office furniture, visibility as needed.
10. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Public Health, Development or Humanitarian studies or a related field from an accredited academic institution with four years professional experience; or
• High school degree/certificate with six years’ professional experience.

Experience

• Previous working experience for health program especially engagement with drug management and supply chain.
• Working for National/International organizations in the context of migration crisis for health and nutrition program is an advantage.
• Experience in administrative tasks like the above, using Excel, Word, Outlook, KOBO, is a strong asset.
• Familiarity with IOM’s internal system such as PR, PO, OIPA, Travel Request, is an advantage.

SKILLS

• Computer Literacy and ability to use excel.
• Knowledge of Health programmes.

Languages:
Fluency in English and Arabic is required.

Required Competencies

**VALUES -**All IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

**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.

Courage: Demonstrates willingness to take a stand on issues of importance.

Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

CORE COMPETENCIES – Behavioral indicators – Level 2

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 of achieving the Organization’s priorities and assumes responsibility for own actions 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 vacancy notice is subject to funding confirmation.
  • Only candidates residing in either the duty station or from a location in a neighboring province that is within commuting distance of the duty station will be considered.
  • Appointment will be subject to certification that the candidate is medically fit for appointment. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical
  • Accommodation is not provided.
  • This position is open to ONLY Sudanese nationals.
  • Female candidates are strongly encouraged to apply for this position.

  • Vacancy close at 23:59 local time Sudan on the respective closing date. No late applications will be accepted.