Administrative Assistant (G4) at the International Organization for Migration (IOM)

International Organization for Migration (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 andnon-governmental partners. IOM is dedicated to promoting humane and orderly migration for thebenefit of all. It does so by providing services and advice to governments and migrants.

We are recruiting to fill the position below:

Job Title: Administrative Assistant (G4)

SVN No.: SVN2023.137
Location: Abuja
Organizational Unit: Protection – AVRR
IOM Classification: G4
Type of Appointment: Special Short-Term (SST) 6 months with the possibility of extension
Estimated Start Date: As soon as possible

Context

• Working under the overall supervision of the DTM Programme Officer in Maiduguri and direct supervision of the DTM Senior Programme Assistant, the successful candidate’s primary role will be to provide administrative and general office program support for the implementation of the Displacement Tracking Matrix project in Nigeria

Core Functions / Responsibilities

• Provide administrative support to the field offices and prepare purchase requests, payrolls, and requests for payment.
• Prepare requisitions of all the supplies and activities, ensuring accuracy in the specifications and timely delivery, and collate procurement requests for approvals.
• Ensure proper documentation and filing of the project administrative and financial documents and data collection forms.
• Monitor and track the stock of office supplies and orders, and request replenishment when required.
• Assist in the follow-up on the implementation of field missions, training, meetings, presentations, and conferences.
• Prepare travel authorizations, security clearances, etc.
• Draft letters, training notes for files (NFF), and meeting reports.
• Maintain an inventory database and assist in monitoring and maintaining a tracking system for all procurement and logistics requests.
• Initiate reviews, processes, and follow-ups on actions related to the administration of the unit, including logistical notes, support to new staff, consultants, staff members on STA/TDY, training, etc., ensuring consistency in the application of IOM SOPs.
• Support liaison with relevant governmental and non-governmental entities (NGOs), international organizations, and other relevant actors.
• Support visibility and communication activities related to the project.
• Exercise personal integrity and transparency in reviewing and vetting payment requests and bring up any observed issues that need the attention of the PM, and where needed, guide staff on payment and travel matters and keep them informed.
• Work with the Senior Program Assistant to organize work activities, meet deadlines, and provide support where needed.
• Perform any other duties that might be assigned.

Education

• Diploma / University Degree in Public and Business Administration, Human Resources Management, or other related fields with two years of professional experience, or
• High School Diploma with four years of related professional experience.

Experience:

• Minimum of one year experience in the humanitarian or development field.
• Work experience in facilitation or mentoring activities relevant to the humanitarian or development field, especially camp management.
• Work experience in displacement issues or camp management is an advantage.
• Work experience from an international organization is an advantage.
• Good writing, communication, and negotiation skills.
• Personal commitment, efficiency, flexibility, drive for results; capacity to work effectively and harmoniously within a team of colleagues from varied cultures and professional backgrounds.

Languages:

• Fluency in English (oral and written) required, Desirable: Working knowledge of the local language in the Northeast.

Skills:

• Strong logistics skills related to the implementation of project activities.
• Good communication skills and proven ability to work in a team.
• High level of computer literacy (Word, Outlook, Excel, PowerPoint).
• Ability to independently carry out tasks.
• Ability to multi-task and prioritize required.
• Ability to work effectively with government counterparts.
• Excellent attention to detail and ability to collect statistical information accurately and maintain records.
• Demonstrated ability to maintain detail, accuracy, and confidentiality.
• Ability to work effectively with different levels within and outside the organization and with colleagues from various cultural and professional backgrounds.

Required Competencies:
Behavioural:
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 act in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: Demonstrates the 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 2:

• 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.

Application Closing Date
15th November, 2023.