Resources Management Assistant

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.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Under the overall supervision of the National RMU Officer and direct supervision of the Senior Procurement Associate; and, in collaboration with relevant units at Headquarters and the Regional Office, the Resources Management Assistant will be responsible and accountable for supporting the resources management functions in Panama Country Office.

1. Receive and consolidate all procurement requisition forms; verify they have all the required information and comply with the Purchase Authorization Matrix and other office instructions and obtain any necessary additional information.

2. Prepare tender documents, solicit bids and quotations as applicable; prepare bid analysis summary and share it with the requesting unit. 

3. Once the purchase is approved, confirm terms of agreement with selected suppliers, prepare the relevant documentation (purchase order, contract, etc.) and coordinate the required authorizations. 

4. Monitor status of open requisitions and follow up on the timely delivery of goods and services; upon delivery, coordinate with the receiving unit to obtain satisfactory delivery notes and coordinate with Finance the timely payment to suppliers/service providers. 

5. Maintain physical and electronic records of all documentation through the procurement cycle in accordance with IOM instructions and procedures.

6. Facilitate supplier registration and onboarding in WAVE and review supplier registration requests and supporting documentation verifying completeness of mandatory vendor documentation and validate supplier banking information against official bank certificates and supporting documentation.

7. Provide technical information to all staff in the office on procurement related instructions and procedures. 

8. ​​Provide support to the Resources Management Unit (RMU) in financial, procurement, human resources and other administrative activities;

9. Perform other duties as may be assigned. 

• University degree in Business Administration, Accounting, Logistics, Supply Chain Management, International Relations, or a related field from an accredited academic institution with two years of relevant professional experience; or

• High school diploma with four years of relevant professional experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

• Experience in procurement and logistics and working with vendors and service providers;

• Experience with ERP system.

• Experience working with IOM/UN Procurement and Logistics Rules and Procedures is an advantage;

• Experience working in an international organisation an advantage.

   

• High level of computer literacy;

• Ability to work with national and international institutions; 

• Ability to prepare clear and concise report; 

• Excellent communication and negotiation skills;

• Ability to establish realistic resource requirements to meet IOM needs.

   

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, For this position, fluency in Spanish and English is required (oral and written).

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Please refer to this link for guidance on IOM Job Category.

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

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies