Resources Management Assistant

Organizational Context

IOM, established in 1951, is a UN-related organization dedicated to promoting humane and orderly migration. As the leading UN agency in migration, it collaborates with governmental, intergovernmental, and non-governmental partners. The Resources Management Assistant role provides administrative support to IOM Viet Nam's resources management functions, operating under the Head of Resources Management and in collaboration with the Migration Health Assessment Program unit.

Job Purpose

The Resources Management Assistant provides crucial administrative support to the resources management functions within IOM Viet Nam, specifically contributing to the Migration Health Assessment Program (MHAC). This role is integral to ensuring the smooth operation of administrative processes related to procurement, ticketing, and financial transactions. By managing purchase orders, assisting with vendor liaison, monitoring deliveries, and maintaining accurate records, the incumbent directly supports the efficient delivery of services. Furthermore, the role involves handling official travel ticketing and acting as a backup cashier, ensuring financial accountability and client service. This position is key to maintaining the operational integrity and administrative efficiency of the MHAC unit and IOM Viet Nam.

Responsibilities

The Resources Management Assistant is responsible for preparing purchase orders for medical services and low-value procurements, and assisting the Supply Chain Unit with vendor information. Duties include monitoring requisition statuses, ensuring timely delivery of goods and services, and obtaining delivery confirmations. The role involves maintaining procurement documentation, retrieving information from systems, and supporting report preparation. Additionally, the incumbent will assist in market surveys to identify potential suppliers, act as a requisitioner in the WAVE system for common services, and track office supplies. Responsibilities extend to assisting with year-end asset counts, booking air tickets for official travel, registering tickets in ATOMS, and submitting invoices. The role also includes acting as a backup cashier at MHAC, collecting fees, recording transactions, depositing funds, and producing daily reports, while performing other assigned duties.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is essential. Experience in organizing paperwork methodically, with attention to detail, is required. Prior work experience with international humanitarian organizations, non-government, or government institutions in a multicultural setting is advantageous.

Skills

High level of computer literacy. Ability to work effectively with national and international institutions. Skill in preparing clear and concise reports. Excellent communication and negotiation abilities. Capacity to establish realistic resource requirements to meet organizational needs.

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