Administrative Assistant

Context/Reporting line:

Under the overall supervision of Head, Migration Management Unit, the administrative supervision of the Head of Sub Office (HoSO) and the direct supervision of the National Operation Officer (MMU), the incumbent will be responsible for the following:

Core Functions / Responsibilities

1. Prepare purchase requisition forms, and coordinate with PLU for specifications, and inspection of deliverables, and sign on goods receipt notes, payment summaries, and payment requests in close coordination with implicated teams before approval by the National Operation Officer (MMU).
2. Maintain administrative control records such as expenditures, travel, procurement, etc.
3. Receive and check supporting documents for consistency and accuracy and submit them to the finance department.
4. Assist the MMD team with logistical duties as required and preparing a note for files and letters of invitation.
5. Remind International staff to follow up with HR on their entry visa.
6. Update various administrative databases on a regular basis.
7. Support staff onboarding, including ICT and IT Equipment, E-mail Creation, Portal Creation (Digital signature), and ID creation.
8. Support in creation of TRs, transportation arrangement, accommodation, UNDSS, MOP, and vendor creation of staff.
9. Perform such other tasks as may be assigned.

Education:

• Bachelor’s degree in engineering or business administration from an accredited academic university is required.

Experience and Skills:

• At least 1 year of relevant work experience.
• Experience in meeting planning, meeting minutes’ recording.
• Knowledge about travel arrangements.
• Experience in submitting and reconciling expense reports.
• Experience in liaison with executive and senior administrative assistants to handle requests and queries from senior managers.
• Knowledge about office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to details and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.

Languages:

• Fluency in English and Arabic is required.

Competencies

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

VALUES – All SOC 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 – Choose a level.

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.

While this vacancy is open to both Internals and Externals, priority shall be given to qualified Internal applicants.

Interested candidates are invited to submit their applications via this link:

https://jobs.my-soc.org/apply/20240303145449/f3jovm6BCkyX2qNEiurwHUdxL      

In order for an application to be considered valid, IOM only accepts online profiles duly completed. Only shortlisted candidates will be contacted.