SVN2026/038 _Field Emergency Associate _G5 _CAP-HAITIEN, Cap Haitien

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 Emergency Coordinator in Haiti and the direct supervision of the Field Emergency Officer, the incumbent will be responsible to support the administrative functions and tasks of emergency programming in the Great North, including in relation to migrant protection and the response to internal displacement in communes such as Ouanaminthe, Belladere, Hinche, and Cap-Haitien.

Responsibilities

1. Coordinate the day-to-day administrative and logistics operations of the satellite offices in the area of responsibility in support of emergency programming in the Great North, ensuring processes are efficient, compliant and adapted to operational needs.
2. Initiate, monitor and close all administrative processes needed for programme implementation in the IOM systems: purchase requests, goods receipts, invoices, payment requests, travel authorizations and claims, proactively following up on bottlenecks with support units in Port-au-Prince.
3. Provide administrative support to cash-based and in-kind assistance across programmes (cash advances, liquidations, distributions, etc.) in line with IOM financial rules and donor requirements.
4. Support administrative coordination with local and national authorities, partners, UN agencies, NGOs, donors and other stakeholders: authorizations, access arrangements, scheduling and official correspondence.
5. Organize meetings, workshops, trainings and field or donor visits in the Great North. Make travel and accommodation arrangements and ensure security clearances and movement requests follow UNDSS and IOM procedures.
6. Draft and process routine correspondence and track pending actions. Maintain electronic and physical filing systems, including means of verification on the unit SharePoint, for audit and reporting purposes.
7. Support HR processes: recruitment, consultant contracts and onboarding, providing guidance to junior administrative staff and hourly workers on IOM procedures.
8. Perform other duties as required.

Qualifications

Required Qualifications and Experience

EDUCATION

• Bachelor’s degree or equivalent or higher in Business Administration or related fields from an accredited institution with three years of relevant professional experience; or,
• High school diploma with five years of relevant experience.

EXPERIENCE

• Experience working in administrative functions in IOM’s satellite offices.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Experience in liaising with governmental authorities, with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

SKILLS

• Ability to manage and coordinate the entire administrative process related to each activity
• Ability to coordinate and cooperate with different units (Finance, HR, Supply)
• Ability to understand and proficiently apply IOM procedures
• Demonstrate orientation to details and problem-solving skills and attitude
• Ability in data entry and reporting

SECTION 5

Languages

REQUIRED

For this position, fluency in French and Haitian Creole is required (oral and written).

DESIRABLE

Working knowledge of English.

SECTION 6

Competencies

The incumbent is expected to demonstrate the following values and competencies:

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.

[1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization’s official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.

[2] Competencies and respective levels should be drawn from the Competency Framework of the Organization.