Procurement and Administrative Support Specialist

Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Internal and external candidates will be considered for this vacancy. For the purposes of this vacancy, internal candidates are defined as staff members holding a regular, fixed-term or short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on Special Leave Without Pay (SLWOP), UN Volunteers with at least twelve (12) months of continuous service in IOM, and staff members on secondment/loan released by the Organization, unless otherwise specified in their contract. Staff members holding a regular, fixed-term or short-term graded contract will not retain their contract type if appointed to an ungraded position.

Organizational Context and Scope

Under the overall supervision of the Head of Office (HoO) in Vilnius and direct supervision of the Resource Management Officer (RMO), the successful candidate will be responsible and accountable for implementation of procurement and other administrative procedures and support in project reporting.

Procurement Management

1. Initiate, process, monitor, and follow up on procurement actions in strict adherence to IOM Lithuania project requirements and IOM procurement procedures.
2. Liaise closely with the Head of Office (HoO), Resource Management Officer (RMO), and Project Managers on all procurement requests, procedures, and related matters.
3. Monitor developments and changes in IOM rules and procedures related to procurement operations and ensure timely application.

4. Issue requests for proposals or quotes to trusted suppliers, including drafting technical specifications and working with project staff to clarify procurement requirements; evaluate bids and prepare recommendations for Project Managers, RMO, and HoO for finalization of purchases. 

5. Monitor procurement and logistics services, including supplier contracts and coordination with relevant administrative authorities.

6. Maintain procurement records and create Purchase Orders (POs) and Goods Receipts as required in the internal financial management system.

    

    

   Finance and Accounting Support

7. Support financial administration tasks, including invoice processing, goods receipt confirmations, and transaction follow-up in the financial management system.
8. Assist in monitoring expenditures, budget utilization, and avoidance of overspending.
9. Support preparation of periodic financial reports, budget tracking tools, and donor-related financial documentation.
10. Support the preparation of budgets for new projects and budget revisions.

11. Provide basic guidance to programme and support units on financial and accounting procedures, as required.

     

     

    Administrative and Asset Management Support and Internal Control

12. Maintain procurement, finance, and asset records in an orderly and auditable manner.
13. Implement appropriate internal control mechanisms to safeguard mission assets.
14. Ensure that office asset inventories comply with the IOM Asset Inventory Policy and maintain up-to-date asset inventory records.
15. Support administrative processes related to contracts, documentation, and internal coordination.
16. Perform other related duties as may be assigned.

Required Qualifications and Experience

Education

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

• High school diploma with five years of relevant professional experience

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

Experience

• Experience in financial administration including financial management and budgeting;

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

• Experience with asset management process;

• Experience working in an international organisation an advantage.

Skills

• High level of computer literacy;

• Ability to work with national and international institutions; 

• Ability to prepare clear and concise report; 

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

Knowledge of Oracle highly desirable.

Languages

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, fluency in Lithuanian 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.

Required Competencies

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

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

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.

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.

The monthly base salary for this position is 1700 EUR with an estimated net take‑home pay of approximately 1640 EUR. IOM salaries are exempt from income tax.

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