Job Description
Under the overall supervision of the Head of Resource Management and direct administrative supervision of the Administrative Officer (Staff Support) and with technical guidance of Resource Management Unit heads; the incumbent will be responsible and accountable for providing support in financial, procurement, human resources and other administrative activities in IOM Qatar (CAS Operations).
Responsibilities
- Carry out timely and efficient collection and routing of documentation and information related to personnel administration of staff, including HR related requirements, verification of residency and visa related processes.
- Perform assigned roles paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on issues detected.
- Support the organization of meetings, training activities and other events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
- Update and maintain electronic and physical archiving systems in the unit as relevant.
- Assist in the retrieval, drafting and formatting of reports, letters, notes and other correspondence as directed.
- Provide support to recruitment, onboarding and exit related processes of staff and non-staff as assigned. This may include interview scheduling, collection of materials, routine correspondence, arranging technical tests, collecting reference checks, obtaining clearances.
- In full coordination with respective HR Focal Points, assist in ensuring compliance of Time and Attendance policies by updating and reconciling attendance records including overtime requests, staff absences and follow up on other HR related requirements.
- Facilitate regular follow ups on routine documentation and ensure all anomalies are dealt with promptly.
- Ensure Travel Requests (TRs) are duly completed, and staff are guided and authorized to travel and validate that all TRs and expense claims are timely submitted for reimbursement. Assist with resolving related queries and help facilitate smooth processing of requests.
- Assist with following up on staff claims and reimbursement related matters.
- Assist with office asset inventory in line with IOM Assets Inventory Policy and assist in maintaining an updated asset inventory report.
- Assist in implementing procurement activities including issuing Purchase Requisitions (PR), Purchase Orders (PO) or Service Agreements (SA) and delivery of goods/services in accordance with IOM procurement guidelines.
- Perform other duties as may be assigned.
Qualifications
Education
- University degree in Accounting, Commerce, Business Administration with three years of relevant professional experience; or
- High school diploma with five years of relevant professional experience.
Experience
- Experience in business administration.
- Experience in human resources, procurement and logistics;
- Experience using an Enterprise Resource Planning system; and,
- Experience working in an international organisation an advantage.
Skills
- High level of computer literacy;
- Ability to work with national and international institutions;
- Ability to prepare clear and concise report;
- Demonstrated ability to and exercise sound judgment;
- Good communications skills
- Good computer skills
- Knowledge of SAP, Oracle is highly desirable.
Languages
IOM’s official languages are English, French, and Spanish.
REQUIRED
For this position, fluency in English is required (oral and written).
DESIRABLE
Working knowledge of Arabic is an advantage.
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.
Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)
- Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- 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.
- 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.
- 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.