Resources Management Assistant
Organizational Context
Established in 1951, IOM is the leading UN agency for migration, promoting humane and orderly migration globally. It collaborates with governments and partners to save lives, protect migrants, and facilitate regular migration pathways. The organization is committed to fostering an inclusive and supportive workplace. This role supports the resources management functions within the Panama Country Office.
Job Purpose
The Resources Management Assistant supports the overall resources management functions within the IOM Panama Country Office. This role operates under the supervision of the National RMU Officer and the Senior Procurement Associate, collaborating with relevant units at Headquarters and the Regional Office. The primary purpose is to ensure the efficient and effective execution of resources management activities, contributing to the smooth operation of the country office and IOM's broader mission. The assistant will be responsible and accountable for assisting in various aspects of resource management, ensuring compliance with IOM procedures and policies, and supporting the overall objectives of the organization in Panama.
Responsibilities
The Resources Management Assistant is responsible for managing procurement processes, including receiving and consolidating requisitions, verifying compliance, and preparing tender documents. They solicit bids, prepare bid analysis summaries, and confirm terms with selected suppliers. The role involves preparing purchase orders and contracts, coordinating authorizations, and monitoring the timely delivery of goods and services. Upon delivery, the assistant obtains delivery notes and coordinates with Finance for timely supplier payments. Maintaining accurate physical and electronic records of procurement documentation is crucial. Additionally, the assistant facilitates supplier registration in WAVE, reviews registration requests, and validates documentation. They provide technical guidance on procurement procedures to staff and support the Resources Management Unit in financial, procurement, human resources, and administrative activities.
Work Experience
Required experience includes procurement and logistics, working with vendors and service providers, and proficiency with an ERP system. Experience with IOM/UN Procurement and Logistics Rules and Procedures, and working in an international organization, are considered advantageous.
Skills
High level of computer literacy. Ability to work with national and international institutions. Capacity to prepare clear and concise reports. Excellent communication and negotiation skills. Ability to establish realistic resource requirements to meet organizational needs.