Common Services Assistant

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Sub-Regional Director, Head of Resources Management Unit and the direct supervision of the Senior Supply Chain Associate, the Common Services Assistant provides routine administrative support for office operations, common services activities, and report preparation.

Responsibilities

General Administrative Tasks

1. Provide routine administrative support for office operations, housekeeping and utilities for Sub-Regional Office.
2. Assist with communications, meeting arrangements, preparation of meeting notes and follow-up on pending administrative tasks within the related unit/team.

Office Maintenance

1. Assist with processing office access request for staff and visitors with prior approval from the Head of the Unit and the Office of Staff Security (OSS), in accordance with established office security protocols.
2. Assist with maintaining schedules of IOM drivers and messengers.
3. Assist with preparing and updating schedules for daily trips and errands of drivers and messengers.
4. Provide supporting documentation for overtime requests submitted by the drivers and messengers.
5. Prepare transportation service requests for airport transfers of incoming and outgoing IOM staff and visitors.
6. Prepare requests for IOM vehicle servicing and maintenance and update related records.
7. Maintain records of office and cleaning supplies and prepare replenishment requests when required.
8. Perform purchase-related tasks as follows:
   • In coordination with the Local procurement unit, prepare Purchase Requests.
   • Prepare Request for Payments (RFP) for service providers.
9. Assist with follow-up on payment and invoice documentation with the Accounts Payable unit.

Provide support to Department/Unit Managers

1. Assist with follow-up on the submission of documents for payment of services rendered by the vendors.

Provide liaison assistance to staff and IOM

1. Assist in preparing and compiling required documentation for incoming international staff / officials and their qualified dependents.
2. Assist with processing and tracking documentation related to visa applications processing of IOM staff and qualified dependents.
3. Prepare necessary documents related to incoming official shipments of the organization for submission to the appropriate government agencies.
4. Assist with processing requests for issuance of airport passes for IOM operations staff and officials.
5. Assist in preparing and submitting documentation related to the issuance of local licenses for International officials.

Protocol functions

1. Assist in preparing and maintaining documentation related to the registration, licensing, and deregistration of official vehicles assigned to eligible international staff, in accordance with established procedures and local regulations.
2. Assist in preparing and compiling supporting documentation required for vehicle registration and related administrative processes for eligible international staff.
3. Maintain records related to vehicle assignment, maintenance, fuel records, and driver schedules.
4. Carry out other related administrative and protocol support duties as assigned by the Supervisor or Executive Office, in accordance with established procedures.

Reports Preparations

1. Assist in the preparation of administrative reports as required.
2. Provide assistance in preparing reports required by government agencies.
3. Perform other duties as may be assigned

Qualifications

Required Qualifications and Experience

Education

• Bachelor’s degree in Business Administration, Mass Communications, or any related field of study from an accredited academic institution with two years of relevant professional experience; or
• High School diploma with four years of relevant professional experience

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience in administrative or office support functions; experiencein a multicultural organization an advantage.
• Commitment, efficiency, self-motivation, and good organizational skills.
• Flexibility, tact and good customer service skills.
• Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds.

Skills

• Computer literacy, including proficiency in MS Office applications.
• Knowledge of MailChimp is an advantage.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required (oral and written).

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 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 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.

Notes

Please refer to this link for guidance on IOM Job Category.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies