IOM : Administrative and Office Assistant – London
JOB DETAIL
Under the direct supervision of the Resources Management Officer (RMO) and overall supervision of the Chief of Mission, and in close coordination with relevant team leads in the Country Office, the incumbent will perform HR and procurement duties in the IOM UK office.
Human Resources:
1. Perform a variety of administrative duties, e.g. contract extensions and requests for temporary staff, leave and attendance recording, budget preparation and follow-up; liaise with other units to maintain smooth running and expedition of work within the unit;
2. Process and follow-up administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems;
3. Organize, follow-up and process administrative actions (human resources, contracts, procurement, accounting, finance, logistics) in IOM’s computerized systems;
4. Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
5. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organisational chart and support timely submission of documents.
6. Support the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records.
Procurement:
7. Assist to evaluate ongoing support requirements of the office, adapt service provision to meet changing needs and resolve as required.
8. Support and follow-up on the maintenance and repair of office facilities, including preventive maintenance. Contribute to the establishment of maintenance agreements with competent service providers when it is feasible and determined to be cost effective.
9. In coordination with relevant parties, contribute to the timely submission of asset, procurement and other reports within IOM UK office to Regional Office and relevant HQ departments, as appropriate.
10. Contribute to the review of the procurement requests, identify service providers, and evaluate information regarding vendor’s performance in terms of quality, prices, and timely delivery of goods and services. Maintain a pool of qualified vendors.
11. Assist in maintaining up-to-date inventories and tracking systems for fast-moving goods and for fixed assets.
12. Perform such other duties as may be assigned.
• 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.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
• 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.
Skills
1. Good knowledge of Microsoft office
2. Experience working with ERP/CRM systems (desirable)
3. Excellent communications skills
- Fluency in English is required (oral and written)
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: No requirements
