Administrative Assistant At International Organization for Migration

Position Title: Administrative Assistant

Duty Station: IOM Philippines Country Office (Cotabato City)

Classification: General Service Staff, G-4

Type of Appointment: Special short-term graded, three months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 01 June 2022

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 a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Head of Sub-Office (HoSO), and under direct supervision of the National Resource Management Officer, the successful candidate will be responsible for providing administrative support and assistance to the HoSO and the operation in Mindanao projects in line with IOM policies, standards, and commitments.

Core Functions / Responsibilities:

  • Prepare monthly list of newly hires staff members.
  • Produce information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Draft routine correspondence, type letters, reports, memoranda as well as IOM documents and forms related to IOM operational and administrative matters.
  • Receive and sort official mail and email for the mission. Format and file correspondence, reports and documents prepared by staff.
  • Research, collect and present information. Initiate and set-up telecommunications and video conference calls.
  • Assist with organizing official and staff meetings, taking minutes and following-up on action points as requested by the HoSO or OIC.
  • Provide secretarial support to HoSO, including coordinating administrative requirements and documents for travel duties, maintaining appointment schedule, and preparing agenda for the events.
  • Answer, screen, and forward incoming phone calls.
  • Maintain and update a log of administrative files and transactions (e.g. incoming and outgoing official letters, interface envelopes and administrative documents) and route them, accordingly, ensuring efficient filing records and prepare overall business correspondence when necessary.
  • Assist in arranging administrative and operational needs (transportation booking/arrangement, duplication printing, etc.) when necessary.
  • Assist in Travel Request registry and Travel Expense Claim (TEC) monitoring.
  • Monitoring the Travel Request register on a monthly basis for TR’s which do not have a corresponding Travel Expense Claim and follow up with the traveler to ask them to submit.
  • Assist in coordinating with Manila Human Resource Operations (MHRO) Unit on the payroll addition/deductions.
  • Assist in scanning and e-filing of accounting documents.
  • Assist on depositing payments to vendors, staffs, and non-IOM staffs to their respective bank accounts.
  • Carry out the day-to-day administrative requirements for all sub-office or satellite office including staff accountability.
  • Support tasks on common services including Purchase Request) PR online creation.
  • Perform other duties as may be assigned.

Required Qualifications and Experience

Education

  • University degree in Financial Management, Business Administration, or a related field from accredited academic institution, with two years of relevant professional experience.
  • Completed High School degree from an accredited academic institution, with four years of relevant professional experience.

Experience

  • Office and admin work experience with international public sector and in Mindanao projects will be an advantage.
  • Experience in IOM field operations in post-conflict or peacebuilding settings will be an advantage.
  • Ability to prepare clear and concise reports, supervise staff and coordinate administrative activities.

Skills

  • Excellent level of computer literacy especially in Excel and SAP.
  • Impeccable track of timely service delivery.
  • Strong ability to plan work ahead and respect deadlines.
  • Knowledge of the region is an advantage.

Languages

English and French are the working languages of the UN Secretariat. For this position, fluency in English and Filipino is required. Working knowledge of any BARMM language is an advantage.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

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

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 wherever possible.
  • 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.

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 action and delegated work.
  • Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

Other

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 and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.

How to apply

In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page), a résumé highlighting the required education and experience, and a duly completed IOM Personal History Form. To access the form, please visit this link (four pages).

Interested candidates are invited to submit their applications via hrphilippines@iom.int not later than 01 June 2022. Position title and SVN Number (SVN 2022 016 – Administrative Assistant) should be specified in the SUBJECT field.

Only shortlisted candidates will be contacted.

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