Program Admin Associate - WASH

Under the direct supervision of the WASH Programme Manager and the general supervision of National Programme Officer (WASH) the incumbent will be required to work as a member of the department’s program staff towards the successful implementation of the department’s related projects in Cox’s Bazar. The incumbent will be based in the IOM Sub Office located in Cox’s Bazar.

Responsibilities

The incumbent will be assigned to the following tasks:
1. Provide support to the WASH Project Manager in drafting WASH Standard Operating Procedures (SOPs) specifically for the implementation of the assigned WASH project activities.
2. Maintain up-to-date information of all IOM WASH projects and manage information flows with other technical and support units.
3. Coordinate and liaise with National Program Officer and Senior Program Associate on the progress of project implementation and updating of the relevant monitoring trackers and donor reports.
4. Maintain all administrative procedures and records of project files and documents related to the Resource Management Unit (Logistics, HR and Finance) and assist the WASH Program Manager in monitoring the respective budgets and financial expenditures of WASH projects in line with the detailed implementation plan and alert the Program Manager on shortfalls and over-expenditures.
5. Support the documentation of project activity progress data and the timely finalization of technical periodic reports for internal and external sharing.
6. Monitor WASH NFI stock levels of prepositioned materials in warehouses and coordinate with the Project Associate – Hygiene Promotion to ensure effective NFI distribution in the camps.
7. Liaise with IOM Logistics (Procurement, Fleet and Warehouse) unit for the follow-up of the procurement of materials and the delivery to the field offices in a timely manner. This could include processing advance and payment requests for field operations and corrective actions when necessary.
8. Raise procurement requests and payment requests and initiative corrective action when necessary.
9. Support the coordination and management of communications and any other administrative support with the field team, capture volunteers’ attendance, and process monthly remuneration for third party contracted staff.
10. Contribute to the coordination of all third party contracted personnel, including external consultants and researchers. Therefore, the role requires practical knowledge of WASH formative research and/or field level implementation to ensure quality assurance and effective engagement with technical partners.
11. The incumbent may be called upon to temporarily cover any of the WASH field staff in addition to performing the administrative duties.

12. Perform other related duties as assigned by the supervisor.

Qualifications

Education
• University degree from an accredited academic institution preferably in business administration, finance, economics, or any WASH degree (Engineering, Public Health, Social Sciences, Environmental Sciences etc.) with three years of relevant experience, or
• School diploma with five years of relevant experience.

Experience
• Experience in humanitarian response or related field.
• Operational field experience required, with proven data analysis expertise.
• Emergency experience and previous project implementation and management experience, including project monitoring and reporting an advantage.
• Project implementation and management experience, including project monitoring and reporting an advantage.

Languages
• Fluency in English and Bengali is required.
• Chittagonian language an added advantage.
SKILLS AND Competencies
The incumbent is expected to demonstrate the following skills and competencies:
• Technical WASH - Strong capacity to facilitate KoBo-based monitoring systems including data collection, analysis (using MS Excel and other softwares) and dissemination with stakeholders to improve service quality; WASH software skills in the development of WASH IEC materials focused on hygiene promotion and community engagement; demonstrated capacity in organizing and facilitating training programmes; and familiarity with the IOM Complaint and Feedback Mechanism (CFM) and participatory approaches used to address community complaints.
• Accountability – takes responsibility for action and manages constructive criticisms; creates a respectful office environment free of harassment and retaliation and promotes the prevention of sexual exploitation and abuse (PSEA); ability to treat all persons of concern with dignity, respect and without discrimination; follows up tasks to ensure timely completion; execute tasks in a timely and accurate manner.
• Client Orientation – works effectively with all clients and stakeholders.
• Continuous Learning – promotes continuous learning for self and others.
• Communication – communicates clearly and constructively; coordinates and corresponds in a clear and concise manner.
• Creativity and Initiative – proactively develops new ways to resolve problems; takes initiative and drives high levels of performance management.
• Planning and Organizing - plans work and sets goals within area of responsibility; allocates appropriate times and resources for own work and that of team members; prove ability to work independently with minimum supervision.
• Professionalism - displays mastery of subject matter; ability to work harmoniously within a team from varied cultures and professional backgrounds; incorporates gender, age, disability and diversity-related needs, perspectives, and concerns, and promotes equal gender participation; demonstrates commitment to gender equality and prevention of GBV and maintains confidentiality on sensitive issues/data.
• Teamwork – contributes to a collegial team environment.
• Technological Awareness - displays awareness of relevant technological solutions; and sustainability; seeks to improve efficiency in tracking, monitoring and evaluating.

The incumbent is expected to demonstrate the following IOM values:
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency maintain 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.