14 July, 2015

5691 Administrative/Finance and Project Assistant

International Organization for Migration

Inter-Governmental Organization
Port Vila, Vanuatu
Job Hours:
Not Stated
Due Date:

Job Description:

General Functions:
Under the overall supervision of the CoM Canberra, general oversight of the Programme Manager for Border Management and direct supervision of the Shelter & Settlement Program Manager, the incumbent will provide operational, administrative, HR, financial and project support to all activities implemented in Vanuatu. The incumbent will have the following duties and responsibilities below.

Responsibilities And Accountabilities
  • Coordinate with the Chiefs and Local Authorities for arranging appointments and meetings for the program.
  • Identify communities lacking shelter as a result of the cyclone and propose IOM´s prioritized areas of intervention accordingly. 
  • Mobilize communities and ensure their active participation and contribution as appropriate.
  • Conduct workshops for selected commune to sensitize beneficiaries on their responsibility.
  • Ensure validation and selection of beneficiaries in line with IOM’s community Assessment Guidelines and in full consideration of beneficiary criteria of selection through the completion of the validation form for beneficiary.
  • Register all relevant information and ensure that this information is shared with the shelter Program Manager for recording purpose. 
  • Report all protection issues that are assessed during the community assessment to the Shelter & Settlement Program Manager and support and implement a gender approach within the overall consultation process with the community.
  • Support the program monitoring and evaluation efforts in the collection of information.
  • Coordinate activities and create linkages as relevant with all actors ( GOH, Humanitarian organization etc)
  • Compile weekly report from all field community mobilisers and submit it to Shelter Program Manager.

  • Act as a focal point for all admin/finance queries and liaise with IOM Canberra, as needed.
  • Assist with the monthly accounts closure processes in coordination with IOM Canberra.
  • In consultation with Programme Mangers, prepare weekly financial planning and monthly funding requests.
  • Submit regular detailed reports on expenditures and commitments. 
  • Prepare the calculation of travel claims and the associated supporting documents for approval by the RMO in Canberra.
  • Ensure procurement of goods and services are in line with IOM rules particularly undertaking a bids analysis and recommending the best option.
  • Prepare regular analysis of funding status to facilitate decision of the Programme Managers.
  • Create and manage an Asset Inventory for all locations in Vanuatu.
  • Manage the petty cash of the office and submission of petty cash report and certificates to IOM Canberra for month end account closure. 
  • Performing other duties as may be assigned.


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


  • 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
  • Keeps clients informed of developments and setbacks.
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.
  • 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
  • Actively seeks new ways of improving programmes or services
  • Expands responsibilities while maintaining existing ones
  • Persuades others to consider new ideas
  • Proactively develops new ways to resolve problems.
Leadership and Negotiation
  • Convinces others to share resources
  • Actively identifies opportunities for and promotes organizational change
  • Presents goals as shared interests
  • Articulates vision to motivate colleagues and follows through with commitments.
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
  • Adjusts priorities and plans to achieve goals
  • Allocates appropriate times and resources for own work and that of team Members.
  • 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.
  • 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.
Resource Mobilization
  • Establishes realistic resource requirements to meet IOM needs.
  • High level of computer literacy particularly the Microsoft Office Suite.


Position grade: G5/1


English, Bislama

How To Apply:

Email - Please forward all applications via the email address provided below. You can also send enquiries to the email provided.

Contact Person:

International Organziation for Migration IOM


Not Stated
Address: Not Stated



        14-July-15 Direct from Employer

For further information on the above Vanuatu job please see the source or contact the employer directly.