Aden Programme Associate – Protection, Aden, Yemen

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Senior Programme Coordinator (Protection) and the direct supervision of the Programme Manager (Protection), and in coordination with relevant programme, finance, procurement, logistics, resource management and field teams, the Programme Associate – Protection will be responsible and accountable for supporting the effective operational, administrative, financial and procurement activities of Protection Unit across Yemen. The incumbent will contribute to timely project implementation, budget monitoring, procurement follow-up, documentation, reporting support, and compliance with IOM rules, donor requirements and applicable operational procedures.

Responsibilities

1. Coordinate the administrative, operational, financial and procurement support of the Protection Unit across relevant locations, following up on pending actions and applying IOM rules and procedures for timely and compliant implementation of unit activities.
2. Prepare, process and follow up on Payment Request Forms (PRFs), Requests for Payment (RFP), Purchase Requisitions (PRs) and related documentation and liaise with Finance, Procurement, Logistics and other units to clear queries and complete and accurately record each transaction.
3. Monitor the budgets of active Protection projects by verifying availability of funds, tracking expenditure and commitments, and updating budget-related information. Identify financial risks, under-spending, over-spending or delays and bring them to the attention of the direct supervisor and suggest remedial actions for informed decisions.
4. Support procurement planning for Protection activities by consolidating requirements, following up on procurement timelines, coordinating with technical colleagues, and verifying that requested goods and services meet programme needs and applicable standards, for timely and compliant procurement.
5. Act as focal point for operational follow-up related to Protection premises, field implementation needs, partner support, beneficiary assistance processes and service delivery requirements. Coordinate with field teams and relevant units and resolve operational issues within delegated authority for uninterrupted service delivery.
6. Review beneficiary payment and assistance documentation for completeness and consistency, as required, applying confidentiality requirements and data protection in accordance with Protection Unit procedures, and flag discrepancies for correction before processing to preserve the integrity of assistance records.
7. Retrieve, compile and prepare financial, operational and administrative inputs for donor reports, internal updates, project reviews, audits and project closure processes, and verify their accuracy and consistency for reliable and timely reporting.
8. Set up and maintain electronic and hard-copy files/records for procurement, finance, administrative and project support documents, verifying their completelness, accurary and keeping them audit-ready for efficient retrieval and review.
9. Process and follow up on travel requests and Country Office (CO) documentation and draft official correspondence, note verbales, letters and other documentation in support of Protection Unit operations aligned with IOM and government protocols for accurate, timely and professionally presented communications.
10. Liaise with sub-offices, field staff, Implementing Partners (IPs) and internal support units to obtain necessary clearances and resolve operational bottlenecks, bringing unresolved matters to the attention of the direct supervisor for timely delivery of Protection activities.
11. Facilitate rapid administrative, procurement, payment and logistical follow-up for Protection interventions, as required, during emergency preparedness and response, and coordinate with relevant units to maintain the unit’s operational responsiveness in crisis situations.
12. Perform such other relevant duties as maybe assigned.

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, Project Management, Social Sciences 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 administration, finance, procurement, logistics, project operations or programme support, preferably within the UN system, an international organisation or a humanitarian context;
• Experience in budget monitoring, expenditure tracking, payment processing, procurement follow-up and financial documentation;
• Experience coordinating with finance, procurement, logistics, field teams, partners and programme staff to support timely implementation of project activities;
• Experience maintaining accurate filing systems, audit documentation, project closure files and supporting records for donor-funded programmes; and,
• Experience supporting emergency or field-based humanitarian operations is an advantage.

Skills

• Demonstrated ability to work under pressure, prioritise competing tasks, meet deadlines and maintain discretion in sensitive operational environments;
• Strong knowledge of administrative, financial, procurement and operational support procedures in humanitarian or development programmes;
• Ability to monitor budgets, track expenditures, identify financial variances and prepare accurate operational updates;
• Sound understanding of confidentiality, data protection, accountability and protection-sensitive handling of beneficiary-related documentation;
• Ability to coordinate effectively with internal support units, field offices, partners and service providers to resolve operational bottlenecks;
• Good command of Microsoft Office applications, particularly Excel, Word and Outlook;
• Good knowledge and experience with WAVE/ ORACLE system;
• Ability to prepare clear financial, administrative and operational trackers, summaries and updates for management review; and,
• Knowledge of donor-funded project implementation, procurement planning, payment processing, filing systems and audit preparedness.

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 English and Arabic 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 Level 1

• 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.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

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.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

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.

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

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.