Procurement And Administrative Support Specialist

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, providing services and advice. This role, under the Head of Office in Vilnius and direct supervision of the Resource Management Officer, is crucial for implementing procurement and administrative procedures and supporting project reporting.

Job Purpose

The Procurement and Administrative Support Specialist plays a vital role in ensuring the efficient and compliant execution of IOM Lithuania's operations. This position is responsible for managing procurement processes, from initiation to follow-up, ensuring strict adherence to IOM rules and project requirements. The specialist will also provide essential support in financial administration, including invoice processing and expenditure monitoring, and contribute to administrative tasks such as contract management and asset inventory. By maintaining accurate records and implementing internal controls, the role safeguards mission assets and supports the overall smooth functioning of the office, contributing to the organization's mission of promoting humane migration.

Responsibilities

Procurement Management: Initiate, process, monitor, and follow up on all procurement actions in compliance with IOM Lithuania project needs and procedures. Liaise with the Head of Office, Resource Management Officer, and Project Managers on procurement matters. Stay updated on IOM procurement rules and apply them. Issue requests for proposals/quotes, evaluate bids, and prepare recommendations. Monitor procurement and logistics services, including supplier contracts and coordination with administrative authorities. Maintain procurement records and create Purchase Orders and Goods Receipts in the financial system. Finance and Accounting Support: Assist with financial administration, including invoice processing, goods receipt confirmations, and transaction follow-up. Support expenditure monitoring and budget utilization tracking. Aid in preparing financial reports, budget tracking tools, and donor documentation. Assist in budget preparation for new projects and revisions. Provide basic guidance on financial procedures. Administrative and Asset Management Support: Maintain orderly and auditable records for procurement, finance, and assets. Implement internal controls to safeguard assets and ensure compliance with the IOM Asset Inventory Policy. Support administrative processes for contracts and documentation. Perform other assigned duties.

Work Experience

Required experience includes financial administration (management and budgeting), procurement and logistics (working with vendors/service providers), and asset management processes. Experience working in an international organization is considered an advantage.

Skills

High level of computer literacy. Ability to work with national and international institutions. Capacity to prepare clear and concise reports. Ability to establish realistic resource requirements. Knowledge of Oracle is highly desirable.

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