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Administrative Assistant

  • Organization: IOM - International Organization for Migration
  • Location:
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date:

Job Description

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 candidates are considered first-tier candidates.

 
 

Responsibilities

  1. Assist in verification of invoices and preparation of all cash payments for utilities, office equipment and supplies, printing, and other contracts, services or running expenses. 
  2. Act as cash custodian. Process cash payments and assist in safeguarding of the Mission petty cash. Perform cash count, issue cash certificates and assist to reconcile the Mission petty cash with PRISM.
  3. Assist in handling daily local bank operations in terms of preparing the payment orders, where needed, cash withdrawals and other relevant forms ensuring compliance with the local banking and IOM procedures, along with proper documentation support to duly authorized vouchers.
  4. Assist with Travel Expenses settlements in accordance with IOM travel rules and regulations. Ensure proper supporting documentation is enclosed.
  5. Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
  6. Make travel and hotel arrangements and prepare travel authorizations/claims for staff as required.
  7. Maintain an accurate filing system of the project financial documentation in order the files are updated, complete and safeguarded.
  8. Photocopy and scan vouchers and other supporting documents as required.
  9. Register and follow up all incoming invoices and other financial documents/payments.
  10. Prepare Purchase Orders/contracts and ensure all approvals are obtained. Deliver the Purchase Orders to the suppliers and obtain their signature on the same.
  11. Perform timely update and correctly enter all related data of purchases into PRISM. Make sure all purchased assets are properly recorded into PRISM. Update the inventory system and label office assets and to complete physical inventory on yearly basis. 
  12. Perform other duties as required

Qualifications

Education
  • High school diploma with four years of relevant experience; or,
  • Bachelor’s degree in Business Administration or related fields from an accredited institution with two years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
 
Experience
  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; SAP-ERP
  • Attention to detail, ability to organize paperwork in a methodical way
  • Discreet, details and clients-oriented, patient and willingness to learn new things; and,
  • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 
 
Languages
  • English language is required 
IOM’s official languages are English, French and Spanish.
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 three 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.
 
Notes
  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. 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.
  3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
  4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
  5. 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.
  6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
 
 

Required Skills

  • Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.
  • Good communication, interpersonal and organizational skills
  • Knowledge and experience in setting priorities, in devising policies and strategies as well as in conducting advocacy.

Job info

Contract Type: Fixed-term (1 year with possibility of extension)
Initial Contract Duration: 1 Year
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-4
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.